Executive Assistant | Real Estate Transaction Coordinator

• Coordinated and organized 60+ real estate listing and buying transactions • Standardized transaction documentation within Dotloop using structured naming conventions, transaction labels, and organized document workflows for improved file consistency and accessibility • Prepared contracts, disclosures, and listing documents for agent and client review prior to signature processing • Assisted with preparing listing drafts and marketing details for agent review and approval before activation • Maintained transaction timelines, contingencies, deadlines, and agent commission tracking through Google Sheets monitoring systems • Communicated transaction updates with clients, vendors, inspectors, and involved parties to support smooth coordination throughout the transaction lifecycle • Scheduled closings, inspections, repairs, and property-related appointments while helping maintain compliance and deadline tracking • Organized backup documentation and closed transaction files through structured shared drive systems aligned with standardized Dotloop naming conventions for long-term file consistency • Assisted with social media listing promotion, inquiry responses, and showing coordination through ShowingTime scheduling systems • Collected and maintained client information, transaction details, and CRM records for organized client management and documentation accuracy • Supported transaction flow by coordinating required inspections, repairs, and follow-up activities based on contract requirements and contingency timelines

Managed and cleaned up 5 executive Gmail accounts containing 10,000+ emails for improved inbox visibility and response management • Designed customized inbox management systems using labels, color-coded stars, filters, and multiple inbox views to organize emails by urgency, status, and workflow category within 2 weeks • Managed executive communications including drafting and responding to recurring inquiries, follow-ups, and client requests on behalf of the CEO

• Helped recover 1–2 hours of executive workload daily by consolidating project updates, task tracking, and email prioritization processes • Provided high-priority executive and personal assistance including insurance coordination, compliance scheduling, appointment management, and administrative follow-through • Supported daily operational alignment through recurring executive sync meetings, daily priority reminders, and productivity tracking systems • Escalated urgent tasks and high-priority concerns through coordinated text and email communication systems to improve response time and accountability

• Reorganized executive calendars within 5 days by implementing scheduling blocks for desk work, field work, and internal meetings to improve time management and reduce scheduling conflicts • Built calendar buffer systems and meeting limits (4–5 meetings max/day) to help prevent executive burnout and maintain productivity flow • Reduced unnecessary back-and-forth communication by embedding key meeting details, preparation notes, and action items directly into calendar events • Standardized meeting coordination processes using email templates, reminders, follow-ups, and booking links for smoother scheduling workflows

• Organized and structured Google Drive documentation systems and folder architecture within 2 weeks for easier file access and operational consistency • Assisted in maintaining SOPs, workflows, reporting trackers, meeting agendas, and administrative process documentation