Executive Assistant / Operations Coordinator

Arriba Capital | Phoenix, AZ | Full-Time, In-Office

About Arriba Capital

Arriba Capital is a boutique commercial real estate finance advisory firm specializing in debt and equity placement for hotel assets nationwide. We advise on construction loans, bridge financing, acquisitions, and refinances for institutional and entrepreneurial sponsors. Our team is small, fast-moving, and deeply embedded in the hospitality investment community. This is not a passive support role. You will be a force multiplier for the Principal and the broader team, directly contributing to deal execution and business growth.

The Role

We are looking for a sharp, organized, and proactive Executive Assistant / Operations Coordinator to support the Principal and manage day-to-day internal operations. The right person thrives in a high-autonomy environment, can manage competing priorities without being told twice, and takes genuine ownership of the systems and workflows that keep the firm running. Prior experience in commercial real estate, financial services, or a professional services firm is strongly preferred but not required if you are a fast learner with exceptional organizational instincts.

Core Responsibilities

Executive Support

Manage the Principal's calendar across multiple time zones, coordinating internal meetings, external calls with clients, lenders, and industry contacts
Coordinate detailed travel arrangements (flights, hotels, ground transportation) for business conferences, property tours, and investor events
Proactively manage task lists, follow-ups, and deadlines, ensuring nothing falls through the cracks
Handle personal scheduling and logistics as needed (appointments, events, gifts)

Deal Operations and Client Coordination

Track active deal statuses across the pipeline, flag bottlenecks, and follow up with third parties to keep transactions moving
Draft and send engagement letters, NDAs, invoices, and miscellaneous deal documents
Compile and distribute document packages to clients, lenders, and legal counsel via Dropbox Sign and other platforms
Pull market reports, research prospective clients and properties, and compile background notes in the CRM
Reach out to incoming loan request clients on behalf of the Principal, schedule initial meetings

CRM and Database Management

Maintain CRM data integrity: update contacts, manage deal records, clean up delivery failures, and maintain accurate pipeline stages
Manage automated drip campaigns, schedule newsletters, and maintain segmented contact lists
Update and maintain internal research databases and market tracking tools
Download and organize third-party market reports on a recurring schedule

Marketing and Communications

Compile and distribute the Arriba Capital Connect newsletter on a recurring cadence, including sourcing news snippets and coordinating team review
Create and schedule social media content and deal announcements using Canva and HubSpot
Maintain press release distribution, branding standards, and marketing material inventory
Coordinate conference logistics: registration, attendee list imports, meeting scheduling, pre/post-conference follow-up campaigns

Offering Memorandum Production

Compile property information, sponsor details, comps, and financial data for Offering Memorandum production
Review and audit completed OMs for accuracy, formatting, and completeness before distribution
Gather supplemental materials including property photos, sponsor bios, and general contractor documentation

Office and HR Administration

Manage office supplies, snacks, technology inventory, and building coordination
Process bi-weekly payroll through Paychex, maintain employee records, and handle compliance reporting
Check and distribute mail, coordinate with vendors and service providers

What We Are Looking For

3+ years of experience as an executive assistant, operations coordinator, or office manager, ideally in a professional services, real estate, or financial services environment
Highly organized with an ability to manage 15+ concurrent workstreams without dropping balls
Strong written communication skills. You will draft client-facing correspondence and proofread materials regularly
Comfortable with technology and willing to learn new platforms quickly. Our tech stack includes HubSpot, Google Workspace, Canva, Dropbox, Paychex, QuickBooks, CoStar, and AI tools including Claude
Proactive problem solver who anticipates needs rather than waiting for direction
Professional demeanor and discretion when handling confidential financial and client information
Interest in commercial real estate or hospitality is a strong plus

What You Will Get

A front-row seat to national hotel transactions and direct exposure to institutional real estate finance
A small team environment where your contributions are visible and valued from day one
Competitive salary, benefits, and a clear path to grow as the firm scales
An office culture that values competence and autonomy over hierarchy and process

Arriba Capital

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Executive Assistant / Operations Coordinator