Boulo Solutions is sourcing candidates for and Executive & Office Operations Manager for a Nashville based select group of specialized brokers that create custom real estate solutions. The role is located in Sylvan Heights and is an office role with flexibility in hours.
Responsibilities
The Executive & Office Operations Manager is a highly visible role that provides direct executive-level support to the leadership of a boutique real estate brokerage and development firm. This individual is a trusted partner to the CEO and senior executives, ensuring their professional and personal priorities are well-organized, executed efficiently, and supported with the highest level of discretion and professionalism.
The role combines executive assistance, office management, and project coordination with responsibilities that extend into brokerage, property, and development operations. In addition, the Executive & Office Operations Manager will support leadership in political, community, and investor-facing settings, serving as a representative of the firm with poise, tact, and integrity.
This position requires an exceptional professional who thrives in a fast-paced environment, anticipates executive needs, and manages sensitive matters with confidentiality. Accounting responsibilities are minimal and limited to processing expense payments as requested by the CEO and tracking/managing select projects delegated directly by leadership.
Key Responsibilities
Executive Level Support
• Provide direct support to the CEO and senior leadership by managing complex calendars, prioritizing commitments, and scheduling business, political, and community engagements.
• Coordinate comprehensive travel arrangements, including domestic and international flights, ground transportation, accommodations, and event logistics.
• Prepare agendas, briefing materials, talking points, and presentations for executive meetings, political engagements, and investor discussions.
• Represent executives with the highest level of professionalism and discretion in interactions with political leaders, community stakeholders, investors, and clients.
• Act as the primary liaison between leadership, staff, clients, and external partners, ensuring clear, timely, and strategic communication.
• Handle sensitive information—including financial, legal, and personal matters—with confidentiality and sound judgment.
• Anticipate executive needs proactively, resolving challenges before they arise and ensuring seamless day-to-day operations for leadership.
Office & Administrative Management
• Oversee daily office operations, ensuring smooth workflows, vendor coordination, technology support, and supply management.
• Draft, proofread, and format correspondence, contracts, reports, and executive communications.
• Maintain secure and organized physical and digital filing systems for corporate, property, and development records.
• Develop and update office policies and procedures to align with company standards, licensing requirements, and real estate regulations.
• Serve as the first point of contact for clients, vendors, and guests, ensuring a professional and welcoming office environment.
Transaction Support
• Prepare and maintain brokerage agreements, contracts, addenda, and closing documents.
• Track deal progress, ensuring deadlines and compliance requirements are met for inspections, contingencies, and closings.
• Support brokers with client communications, property tours, and scheduling.
• Conduct market research and prepare comparative market analyses (CMAs) to support executive and brokerage presentations.
Property & Development Support
• Assist with lease administration, including renewals, amendments, and tenant correspondence.
• Monitor rent collection, prepare delinquency reports, and support communication with tenants.
• Coordinate property inspections, maintenance requests, and vendor scheduling.
• Support development managers by tracking project timelines, contractor/vendor coordination, and permitting schedules.
• Reconcile project expenses, prepare reports, and assist with budget tracking as needed.Marketing & Client Engagement
• Develop and distribute marketing materials, including brochures, investor packets, proposals, and property listings.
• Manage the firm’s digital presence, including social media platforms, website updates, and email campaigns.
• Coordinate photography, videography, and staging for property listings and investor materials.
• Plan and support community events, open houses, investor meetings, and political engagements.
• Ensure all client-facing communications and marketing efforts reflect the firm’s brand image, boutique positioning, and professional standards.
Financial & Project Support
• Process expense payments, reimbursements, and invoices as requested by the CEO, ensuring accuracy and timeliness.
• Track and maintain light financial reporting related to executive-directed expenses.
• Provide project management support for initiatives delegated directly by the CEO, including tracking deliverables, deadlines, and progress.
• Deliver regular updates on assigned projects, ensuring alignment with executive expectations.
Qualifications
• Proven experience as an Executive Assistant, Office Manager, or Chief of Staff, preferably in real estate, development, or political/community organizations.
• Strong organizational, multitasking, and time management skills, with the ability to prioritize and meet deadlines under pressure.
• Excellent written and verbal communication skills, including the ability to draft professional correspondence and executive-level documents.
• Proficiency in Microsoft Office Suite, Google Workspace, and familiarity with real estate platforms (Quick Books, Yardi, AppFolio, CoStar, MLS, etc. a plus).
• Ability to handle light accounting responsibilities, including expense processing and project tracking.
• Demonstrated discretion, professionalism, and judgment when managing sensitive matters.
• Executive presence and ability to represent leadership in political, community, and business environments.
Education & Experience
• Bachelor’s degree in Business Administration, Political Science, Real Estate, or related field preferred.
• 5–7 years of progressive experience in executive support, office management, or project coordination.
Key Competencies
• Professionalism & Executive Presence: Represents leadership with tact, diplomacy, and discretion.
• Confidentiality: Maintains absolute trustworthiness when handling sensitive personal, financial, and political information.
• Problem-Solving & Initiative: Anticipates challenges and develops proactive solutions.
• Organization & Accuracy: Keeps executive schedules, projects, and documentation precise and well-coordinated.
• Client-Service Orientation: Delivers white-glove service to executives, clients, investors, and community leaders.
• Adaptability & Flexibility: Excels in balancing executive, office, brokerage, and personal responsibilities in a fast-paced environment.
About Boulo: Don’t let your job search end here. Boulo is a recruiting platform that goes beyond titles and timelines. We help experienced, knowledgeable professionals stand out to hiring managers by showcasing value through a skills-first approach. If you’re tired of being overlooked on other job boards and seeking a new opportunity, join Boulo here: https://boulosolutions.com/