executive admin

We’re hiring a full-time Executive Admin + Transaction Coordinator to serve as the founder’s time protection + transaction control tower. You will manage the founder’s schedule and communications, coordinate real estate deals from contract ? close, and continuously improve operations through SOPs, systems, and smart tooling (including AI).

This is a role for an operator who anticipates, organizes, and executes with speed + accuracy—without needing constant direction.

Mission

Buy back the founder’s time and ensure every deal closes cleanly, on time, and with proactive coordination across all parties (title, lender, client, vendors).

What Success Looks Like (Scorecard)

Within 30–60 days:

Founder calendar is clean, protected, and intentional (focus blocks stay intact)

Inbox is triaged daily; founder sees only true decision items

Every active deal has clear next steps, tracked deadlines, and proactive follow-up

Client communications are consistent (group chat updates happen without prompting)

Title/lender/client coordination is tight (no last-minute surprises)

Closings happen on time and payouts are tracked to completion

SOPs/checklists are created for repeatable work; operations get smoother over time

Sheets/Drive are organized and always up-to-date

Core Responsibilities
1) Founder Time Protection (Executive Admin)

Calendar management: scheduling, rescheduling, buffer management, protecting focus time

Appointments: business and personal appointment scheduling as needed

Inbox management: triage, prioritize, draft responses, route requests, close loops

Founder task management: track commitments, reminders, follow-up, ensure completion

Meeting logistics: agendas, links, confirmations, notes/action items, follow-ups

2) Transaction Coordination + Deal Progress (Real Estate Ops)

Manage deal progression from accepted contract to close

Coordinate with title, lender, client, and vendors to keep timelines on track

Set up and coordinate inspections, walk-throughs, and closings

Ensure stakeholders have what they need (docs, confirmations, deadlines)

Proactively remove friction so deals close on time and payments are completed on time

Provide regular updates in client group chats and keep everyone aligned

3) Systems, SOPs, and Operational Improvement

Create and refine SOPs/checklists for recurring work

Maintain and improve Google Drive structure and shared docs

Build/update Excel + Google Sheets trackers (deal tracking, task dashboards, etc.)

Read and adapt playbooks; propose workflow improvements

Suggest and adopt systems/models to increase speed, clarity, and reliability

4) Tech + AI Leverage

Use AI tools (ChatGPT, Grok, Gemini, etc.) to draft, summarize, template, and systemize

Be technologically savvy: learn tools fast, recommend improvements when appropriate

Requirements (Must-Haves)

Proven experience supporting an executive/founder and/or coordinating operations in a deadline-driven environment

Strong coordination instincts: timelines, documents, follow-up, accountability

Excellent written communication: clear, concise, professional, kind

Extreme reliability + follow-through (you close loops)

High attention to detail without being slow

Calm under pressure; comfortable coordinating multiple stakeholders

Confidentiality + trustworthiness

Proficient in Google Workspace and Microsoft Office (Excel/Word)

Nice-to-Haves

Real estate admin / transaction coordination experience

Comfort coordinating with title companies + lenders

Process/SOP building experience

Basic automation instincts (templates, checklists, Zapier/Make thinking)

Schedule & Availability

Full-time

Working hours: 9:00 AM – 6:00 PM Central Time (CST)

Must be responsive during these hours and able to handle time-sensitive deal items


How to Apply (Required)

Resume or LinkedIn

Written answers (5–8 sentences each):

How do you triage an inbox and d ---------- what to escalate vs batch?

How do you track multiple transaction deadlines without missing details?

What’s an SOP/checklist you created that saved time or prevented mistakes?

2-minute Loom video:

Why you’re a fit for this role and how you can help me.

Examples of proactive coordination (deadline saved / issue prevented)