Commercial Real Estate Transaction Coordinator – Executive Assistant

• Drive commercial real estate acquisitions, dispositions, and refinancings end-to-end
• Maintain active deal trackers and capture critical milestones
• Execute broker and seller outreach
• Route inbound leads
• Centralize new entities, policies, and contracts
• Own and triage CEO and COO executive inboxes
• Prioritize urgent matters and manage complex executive calendars
• Resolve scheduling conflicts and protect executive deep-work time
• Provide limited personal administrative support as requested
• Track earnest money deposits, wires, invoices, and debt service payments
• Follow verification protocols for wires, account setups, and financial approvals
• Liaise with accounting and bookkeeping teams
• Log, assign, and track operational tasks to completion in the project management system
• Use Claude, ChatGPT, and other AI tools to draft correspondence, summarize deal threads, extract action items, and streamline documentation
• Serve as the operational backbone and high-trust right hand to the CEO and COO

• Proven experience coordinating end-to-end commercial real estate transactions
• Direct interface experience with lenders, title companies, brokers, and insurers
• Solid background supporting C-suite executives in high-growth, fast-paced environments
• Deep familiarity with Google Workspace, modern CRMs, e-signature tools, and task management software
• Active usage of AI productivity tools is strongly preferred
• High attention to detail with payment safeguards, wire verifications, and sensitive transactional documents
• Excellent written and verbal English communication
• C1 English level required
• Ability to work Monday to Friday, 9am to 6pm Pacific Time
• Flexibility required to work with an Executive based in Hawaii Time
• 100% dedicated exclusively to this role; dual employment is not permitted
• Ability to submit a resume and audio recording in English
• Mandatory Loom video application and internet speed test screenshot
• Autonomy, proactive ownership, independent problem-solving, and ability to remain calm under pressure are preferred

• Remote work
• Full-time dedicated role
• Monday to Friday schedule
• AI and modern productivity tools
• Exclusive Facebook community for LATAM candidates with remote opportunity updates