What are the responsibilities and job description for the Executive Assistant and Project Coordinator position at SparrowHawk Development?
We are seeking a highly capable Executive Assistant who functions less like a traditional administrative assistant and more like a dependable “right hand” to company leadership. This role is ideal for someone who is organized, resourceful, proactive, and comfortable managing a wide variety of business, operational, and project-related responsibilities.
The right candidate will help keep priorities moving, follow up on open items, coordinate with internal and external parties, organize information, and take ownership of tasks that do not always fit neatly into one department. This person should be able to shift between administrative support, project coordination, vendor communication, research, document management, scheduling, basic bookkeeping support, and general problem-solving.
This is not a coffee-getter role. It is a trusted support position for someone who enjoys variety, takes initiative, and can help turn loose ideas and moving pieces into completed tasks.
Key ResponsibilitiesExecutive and Operational Support- Serve as a primary support person for company leadership across administrative, operational, and project-related needs.
- Manage meetings, reminders, deadlines, and follow-ups with a focus on keeping priorities on track.
- Help organize leadership’s task list, emails, notes, documents, and action items.
- Prepare agendas, take meeting notes, track decisions, and follow up on assigned tasks.
- Help identify bottlenecks, missing information, and next steps before they become problems.
- Assist with coordinating active projects from planning through completion.
- Track project timelines, deliverables, approvals, vendor commitments, and outstanding items.
- Communicate with contractors, consultants, vendors, clients, agencies, and other outside parties as needed.
- Maintain organized project files, checklists, spreadsheets, and status updates.
- Help gather pricing, proposals, documents, signatures, permits, forms, reports, and other required materials.
- Follow up persistently but professionally to keep work moving.
- Draft, edit, format, and organize correspondence, forms, reports, proposals, agreements, and internal documents.
- Assist with data entry, spreadsheet tracking, CRM or project management software updates, and general recordkeeping.
- Help standardize repeatable processes, templates, checklists, and workflows.
- Act as a professional point of contact with outside vendors, consultants, clients, and business partners.
- Coordinate meetings, calls, site visits, appointments, and follow-up communication.
- Request quotes, compare information, track responses, and summarize options for leadership.
- Help ensure communication is clear, timely, and documented.
- Research products, services, vendors, software, local requirements, pricing, processes, and other business needs.
- Take ownership of miscellaneous tasks and figure out practical ways to get them completed.
- Anticipate needs, ask good questions, and operate with limited hand-holding once priorities are clear.
- Assist with invoice tracking, expense organization, receipt collection, and basic bookkeeping coordination.
- Maintain organized records for payments, contracts, expenses, and reimbursements.
- Coordinate with bookkeepers, accountants, or financial service providers as needed.
The ideal candidate is organized, practical, and comfortable wearing many hats. They do not need to be an expert in every area, but they must be willing to learn, take initiative, and follow tasks through to completion.
This person should be able to operate in a small-business environment where responsibilities can change from day to day. Strong judgment, discretion, communication skills, and reliability are essential.
Qualifications- Prior experience as an executive assistant, operations coordinator, project coordinator, office manager, administrative manager, or similar role.
- Basic understanding of Real Estate industry and/or process.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and follow through without constant reminders.
- Clear written and verbal communication skills.
- Comfortable working with Excel spreadsheets, email, calendars, cloud-based file systems, and basic business software.
- Ability to draft professional emails, organize documents, and summarize information clearly.
- Comfortable communicating with vendors, clients, consultants, and professional service providers.
- Strong problem-solving skills and willingness to learn unfamiliar tasks.
- High level of discretion, professionalism, and dependability.
- Experience in construction, real estate, development, small business operations, finance, or professional services is helpful but not required.
- Proactive rather than reactive.
- Comfortable with ambiguity and able to create structure.
- Persistent with follow-up.
- Practical and solutions-oriented.
- Organized without being rigid.
- Able to work independently.
- Willing to handle both high-level coordination and routine administrative details.
- Trustworthy with confidential business and financial information.
- Good at turning incomplete information into a clear next step.
- Track open project items and follow up with responsible parties.
- Organize documents for permits, contracts, closings, financing, or vendor onboarding.
- Request and compare quotes from vendors.
- Prepare meeting notes and action-item lists.
- Coordinate calendars and project deadlines.
- Maintain spreadsheets for budgets, contacts, tasks, or project status.
- Draft emails, letters, summaries, and internal memos.
- Follow up with consultants, agencies, vendors, or clients.
- Research software, services, products, or process requirements.
- Help leadership stay focused on the most important priorities.
Compensation will be based on experience, skill level, certifications, and ability to take ownership of responsibilities. Schedule and work arrangement may be flexible for the right candidate, depending on experience and business needs.