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- Distinguish between executed agreements, unsigned drafts, outdated documents, and current versions.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 record