Executive Assistant

Job Description

Job Description

We are seeking a high-performing Executive Assistant to support an Executive Leader overseeing two growing real estate companies focused on residential renovations, flips, and rental portfolio growth.

This position is designed for someone who is proactive, highly organized, and comfortable managing priorities, information flow, and follow-through in a fast-paced environment.

You will work closely with the Executive Leader to manage day-to-day administrative and operational support, ensuring clarity, organization, and efficiency across active projects and initiatives. If you love the idea of stepping into a versatile role and working closely with leadership, we want to hear from you!

$45,000 - $70,000 yearly

Executive Support & Priority Management

• Serve as the primary administrative and operational support to the Executive Leader
• Track action items, deadlines, and follow-ups across meetings and communications
• Prepare meeting materials, summaries, and supporting documents
• Anticipate needs and surface issues before they become problems
• Help prioritize requests and protect leadership time

Information & Communication Coordination

• Act as a central point of coordination between leadership and internal and external stakeholders
• Collect updates and provide clear summaries to leadership
• Escalate urgent issues promptly with appropriate context
• Maintain clear, professional communication across teams

Operations & Project Visibility

• Maintain project tracking systems and dashboards
• Ensure timelines, tasks, and project status are accurate and up to date
• Track high-level budget information and flag variances
• Prepare regular project and status updates

Financial & Document Coordination

• Collect, organize, and track invoices, receipts, and project documentation
• Ensure accurate information flow to bookkeeping and transaction teams
• Maintain clean and organized digital file systems
• Prepare summaries and reports as needed

Systems & Process Support

• Maintain and improve internal systems and workflows
• Create templates, checklists, and repeatable processes
• Assist with documenting standard operating procedures
• Support onboarding and training of future team members

Core Skills & Traits

• Strong organizational and time-management skills
• Proactive and detail-oriented mindset
• Excellent written and verbal communication
• Ability to manage multiple priorities simultaneously
• High level of professionalism and discretion
• Ability to work independently and take initiative

Experience & Technical Skills

• 3+ years of experience as an Executive Assistant, Operations Assistant, or similar role
• Experience supporting an executive leader or leadership team
• Proficiency with digital tools such as Google Workspace and project management software
• Experience in real estate, construction, or operations is a plus, but not required

Who This Role Is Ideal For

• A highly capable Executive Assistant seeking a long-term role with increased responsibility
• A detail-oriented professional who enjoys organization and systems
• Someone who takes pride in supporting leaders and improving efficiency
• A candidate looking for stability, trust, and meaningful contribution
• Bilingual is a Plus

At Heartland Buys , we help homeowners in Mobile and Baldwin Counties sell their homes quickly, simply, and without stress. We specialize in buying houses as-is —no repairs, no agents, no waiting. Whether someone’s behind on payments, dealing with a vacant property, going through a tough time, or just needs a fast sale, we provide fair cash offers and real solutions.

We’re a local team that values honesty, hustle, and heart. We take pride in treating every seller like a neighbor, not a number. When you work at Heartland Buys, you’re not just closing deals—you’re helping real people move forward.

Rhen Bartlett is the founder of Heartland Buys and a boots-on-the-ground investor born and raised in Alabama. With deep roots in Mobile and Baldwin County, Rhen built Heartland Buys with a mission: to make selling a home simple, respectful, and fast for folks who don’t have time or money to waste.