Deal Execution Assistant

This is a remote position.

Our client is looking for a Deal Execution Assistant to provide hands-on support throughout active real estate transactions, ensuring critical information is verified, documentation stays organized, and every deal continues moving toward its next milestone. They operate within the U.S. real estate investment and transaction space, connecting property owners with qualified capital partners through a streamlined, execution-focused approach.

This is not a traditional Virtual Assistant position. The role is centered on deal execution: researching and validating information, maintaining accurate transaction records, monitoring deadlines, coordinating with multiple external parties, and proactively following up on outstanding items.

The ideal candidate is highly detail-oriented, persistent, resourceful, and comfortable working in an environment where accuracy matters. They should be the type of person who notices when two numbers do not match, recognizes when a document may not be the latest version, and follows up on an unanswered request without waiting to be reminded.

Responsibilities

• Verify contact information and email addresses using at least two independent sources before information is approved for outreach.
  
• Research and retrieve information from U.S. county and state public records, including deeds, easements, lien and note extensions, appraisal district records, Secretary of State entity records, and property plats.
  
• Learn how to navigate unfamiliar public-record databases and use resourceful research methods when information is not immediately available.
  
• Review transaction and property documents for accuracy and consistency, identifying discrepancies between documents and supporting records.
  
• Cross-reference site plans, surveys, and area tables to confirm that property measurements and other key details align.
  
• Distinguish between executed agreements, unsigned drafts, outdated documents, and current versions.
  
• Flag missing information, conflicting details, and discrepancies rather than making assumptions.
  
• Monitor active email conversations with brokers, buyers, engineers, partners, and other transaction participants.
  
• Prepare professional follow-up communications when conversations stall or required information remains outstanding.
  
• Persistently follow up with external parties until requested documents, answers, or deliverables are received.
  
• Maintain an accurate deal tracker covering transaction stages, deadlines, responsible parties, open items, and current status.
  
• Make professional outbound calls to U.S.-based county offices, vendors, and other parties to verify addresses, records, or transaction-related information.
  
• Update basic Excel-based pro formas and budgets using established templates.
  
• Assemble and organize site packages, one-page property materials, supporting documents, and digital data rooms.
  
• Manage the Managing Partner's calendar and coordinate meetings during U.S. Central Time business hours.
  
• Ensure relevant preparation materials and documents are attached or available before scheduled calls.
  
• Take organized meeting notes and distribute clear action items following meetings.
  
• Maintain strong pipeline discipline so deadlines, unanswered questions, and pending deliverables do not fall through the cracks.
  
• Follow established written verification procedures carefully and consistently, even when individual steps may initially appear unnecessary.
  

Requirements

• Fluent professional English, both written and spoken, with the confidence to conduct live phone conversations with U.S.-based contacts.
  
• Availability to work during U.S. Central Time business hours.
  
• 2+ years of experience supporting complex projects, transactions, operations, or similarly detail-intensive workflows.
  
• Strong proficiency with Microsoft Excel and Google Workspace.
  
• Exceptional attention to detail and the ability to identify inconsistencies across records, spreadsheets, and documents.
  
• Strong research skills and the resourcefulness to locate information across unfamiliar databases and public-record systems.
  
• Ability to follow detailed written procedures and verification checklists without skipping steps.
  
• Comfortable questioning or flagging a process while still following the established procedure unless instructed otherwise.
  
• Demonstrated persistence and follow-through when obtaining missing information or deliverables from other parties.
  
• Strong written communication skills for drafting concise, professional follow-ups.
  
• Professional and confident phone communication skills.
  
• Ability to manage multiple deadlines, conversations, documents, and stakeholders simultaneously.
  
• Strong organizational skills and commitment to maintaining accurate records.
  
• Proactive working style with the ability to identify what requires follow-up without constant reminders.
  

Qualifications

• Minimum of 2 years of relevant professional experience in project coordination, transaction support, operations, executive support, legal administration, real estate support, or another process-heavy environment.
  
• Previous experience working with U.S.-based teams, clients, vendors, or stakeholders is strongly preferred.
  
• Experience conducting online research and validating information across multiple sources.
  
• Proven ability to manage trackers, deadlines, documentation, and outstanding action items.
  
• Comfortable learning new terminology, databases, processes, and document types.
  
• Ability to work independently while maintaining clear communication with leadership.
  
• Real estate experience is beneficial but not required; meticulous execution, persistence, and ability to learn are more important than existing industry vocabulary.
  

Benefits