What are the responsibilities and job description for the Operations Manager position at Hixen Search Group?
Overview:
Hixen Search Group has partnered with a growing real estate investment firm to identify an Executive Admin & Operations Manager. This individual will report to the executive leadership team and serve as the organizational hub of the company, supporting leadership, coordinating investor and deal-related activities, and ensuring priorities are executed efficiently across the business. This role is ideal for someone who enjoys creating structure, managing multiple moving pieces, and driving accountability within a fast-paced entrepreneurial environment.
Top Responsibilities:
Executive & Team Support
- Manage calendars, schedules, and priorities for company leadership
- Prepare meeting materials and coordinate internal meetings
- Document key decisions, action items, and follow-up responsibilities
- Track completion of deliverables and ensure accountability across the team
Operations & Project Management
- Maintain company-wide task tracking and workflow management
- Monitor deadlines, priorities, and ownership of key initiatives
- Drive execution by proactively following up on outstanding items
- Identify opportunities to improve processes and organizational efficiency
Deal Coordination
- Track acquisition and transaction timelines
- Monitor due diligence milestones, financing deadlines, earnest money deposits, and closings
- Coordinate inspections and document collection
- Escalate delays, risks, or missing information to leadership
Investor Relations Support
- Maintain investor records and subscription information
- Track funding commitments and ensure required documentation is completed
- Coordinate investor communications, reporting packages, and newsletters
- Support investor meetings, events, and quarterly reporting processes
- Assist with annual K-1 distribution and investor follow-up
Administrative & Office Management
- Maintain company filing systems and document organization
- Support onboarding of new employees and new property acquisitions
- Coordinate office supplies, equipment, and workspace setup
- Ensure company records, templates, and operating procedures remain current
Why This Opportunity
- High-impact role with visibility to all aspects of the business
- Direct partnership with company founders and leadership team
- Exposure to acquisitions, investor relations, asset management, and company operations
- Opportunity to create processes and improve organizational efficiency
- Entrepreneurial environment where strong performers can make a meaningful impact
- Hybrid work schedule with flexibility
- Stable, growing real estate investment platform with long-term growth potential
Ideal Candidate
Must Have
- :3 years of administrative, executive assistant, operations, project coordination, or similar experience
- Exceptional organizational and project management skills
- Strong written and verbal communication abilities
- Ability to manage multiple priorities and deadlines simultaneously
- Strong attention to detail and follow-through
- Proficiency with Microsoft Office, particularly Excel and Outlook
- Ability to work independently and proactively solve problems
Nice to Have
- Real estate, private equity, financial services, legal, or professional services experience
- Experience supporting executives or business owner
- Exposure to investor relations or transaction coordination
- Bachelor's degree
Profile
- Highly organized professional who naturally creates structure and accountability
- Comfortable working in a small-company environment where responsibilities span multiple functions
- Resourceful, proactive, and able to anticipate needs before being asked
- Strong communicator who enjoys supporting leadership while driving execution throughout the organization
- Someone looking for a long-term opportunity with meaningful responsibility and visibility across the business
Salary : $75,000 - $95,000