Administrative & Operations Coordinator

SGS Holdings Group is seeking a highly organized and proactive Administrative & Operations Coordinator to support daily operations across a dynamic portfolio of real estate, hospitality, and media ventures.

This role will work directly with the Asset Manager and Ownership team, assisting with scheduling, meeting coordination, note-taking, and operational follow-through across multiple projects and teams.

The ideal candidate is detail-oriented, responsive, and comfortable operating in a fast-paced entrepreneurial environment where priorities can shift quickly. This position plays a critical role in keeping leadership organized, meetings coordinated, and action items moving forward.

This role will also incorporate the use of AI tools and emerging AI platforms to streamline workflows, assist with meeting summaries, improve information organization, and support operational efficiency across projects.

This role is ideal for someone who enjoys working with modern tools, including AI, and is motivated to operate efficiently, stay ahead of priorities, and actively contribute to execution across projects.



• Coordinate and manage calendars across multiple executives and projects
• Schedule meetings, calls, and follow-ups with internal and external stakeholders
• Send calendar invites, confirm attendees, and ensure meeting logistics are organized
• Track scheduling conflicts and proactively help maintain an efficient calendar flow

• Attend calls and meetings to take organized notes
• Capture key decisions, action items, and follow-ups from meetings
• Distribute summaries and ensure next steps are tracked
• Utilize AI-assisted tools when appropriate to help generate, refine, and organize meeting summaries and notes

• Assist with email coordination and follow-ups related to meetings and projects
• Maintain organized trackers for meetings, contacts, and action items
• Help prepare materials for calls or meetings when needed
• Assist with general administrative tasks to support project execution
• Support digital organization and filing systems, including leveraging AI tools to improve information management and workflow efficiency

• Help track tasks across multiple ongoing projects and ensure timelines and priorities remain organized
• Follow up with team members on pending items, deliverables, and deadlines
• Assist with maintaining organization across documents, notes, and communications
• Support the creation of materials and deliverables across projects, including presentations, PDFs, and marketing decks (e.g., Canva, Google Slides, PowerPoint)
• Assist in building and formatting documents, trackers, and workflows using tools such as Google Workspace, Microsoft Office, and Canva
• Provide hands-on operational support by helping execute tasks and outputs—not just tracking them—across active initiatives

• Proficiency with AI workflow and system tools (Claude CoWork or similar platforms), with the ability to leverage these tools to support workflow management, task coordination, and operational efficiency
• Proficiency with AI chat platforms (including ChatGPT, Claude, Gemini, Grok, or similar platforms) to assist with drafting, summarization, research, and day-to-day problem solving
• Familiarity with and interest in AI agents, including how they can be utilized to automate tasks, streamline workflows, and improve operational execution across projects
• Ability to actively integrate AI tools into daily workflows to increase speed, organization, and output quality

• 2–5 years of administrative, executive assistant, or operations support experience
• Strong calendar management and scheduling skills
• Excellent organizational and note-taking abilities
• Ability to manage multiple priorities simultaneously
• Strong written and verbal communication skills
• Comfortable working in a fast-paced, entrepreneurial environment
• Proficiency with tools such as Google Workspace, Microsoft Office, Zoom, and calendar platforms
• Strong working proficiency with AI tools and platforms (as outlined above), with the ability to integrate them into daily workflows
• Ability to maintain discretion and confidentiality

• Highly proactive and able to anticipate needs
• Strong attention to detail
• Clear communicator and responsive team player
• Comfortable supporting leadership across multiple projects and teams
• Interest in real estate, hospitality, or media industries is a plus

• Works closely with leadership and project teams across the SGS platform
• Opportunity to grow alongside a rapidly expanding portfolio of projects and initiatives