Responsibilities:

1. Document & File Management
* Organize and maintain structured file systems across Google Drive for all entities and projects
* Ensure documents are immediately accessible and properly categorized at all times
* Maintain real-time document sharing availability during all business hours
* Create and enforce standardized naming conventions and folder structures across the organization
2. Entity Management & Compliance
* Create and register new LLCs and legal entities as the company acquires new assets and businesses
* Manage ongoing corporate compliance for multiple entities simultaneously
* Coordinate with attorneys for filings, renewals, amendments, and registered agent matters
* Maintain accurate and up-to-date corporate records for all entities
* Track compliance deadlines and ensure nothing falls through the cracks
3. Technology Administration & Systems
* Serve as the internal Monday.com expert — implement improvements, build workflows, and optimize processes
* Manage and maintain CRM systems to ensure data integrity and process efficiency
* Create professional marketing materials and visual assets using Canva
* Identify and implement technology improvements that enhance team productivity
4. External Communications & Relationship Coordination
* Serve as a professional point of contact with lenders, banks, insurance providers, and legal counsel
* Coordinate third-party vendor services and inspections (approval authority up to $2,000)
* Manage correspondence with title companies, escrow agents, and external partners
* Draft and send professional communications on behalf of leadership when needed
5. Project Management & Coordination
* Own and drive complex, multi-step projects from initiation through completion
* Track timelines, milestones, and deliverables across multiple simultaneous projects
* Facilitate collaboration across departments and keep all stakeholders aligned
* Proactively identify bottlenecks and solve problems before they escalate
* Manage a high volume of tasks on Monday.com with precision and follow-through
6. Specialized Administrative Tasks
* Organize and manage closing documents for real estate transactions
* Coordinate cost-segregation studies and related documentation
* Handle registered agent coordination and annual report filings
* Support due diligence processes with document preparation and organization
* Assist with onboarding new vendors, accounts, and banking relationships
Requeriments:

Experience
* 3–5+ years of executive administrative experience, preferably in real estate or finance
* Proven track record managing high-volume, complex administrative environments
* Hands-on experience with LLC formation, entity compliance, and corporate recordkeeping
* Background working with or alongside attorneys, lenders, banks, and executives
Technical Skills
* Monday.comExpert-level proficiency in
* Google SuiteExpert-level proficiency in
* CanvaStrong proficiency in
* CRM management and optimization experience
* Comfort with DocuSign, SignNow, or equivalent e-signature platforms
Professional Competencies
* Exceptional written and verbal communication skills for professional interactions with attorneys,lenders, and executives
* Strong project management ability with capacity to manage dozens of priorities simultaneously
* High level of discretion and professionalism when handling sensitive and confidential information
* Extreme attention to detail — errors in this role have real consequences
* Proactive, self-directed working style — you don’t wait to be told what needs to be done
WHO THRIVES IN THIS ROLE
* You have worked in a fast-paced real estate, investment, or family office environment and understand the demands that come with it
* You are the person on your current team that everyone turns to when something important needs to get done right
* You find satisfaction in building order out of complexity and taking full ownership of your responsibilities
* You communicate at an executive level — clear, professional, and confident with attorneys, bankers, and leadership alike
* You are highly organized, never let deadlines slip, and proactively flag issues before they become problems
* You treat confidential information with the discretion it deserves