Position: Executive Administrative Professional - South Africa
Type of Contract: Independent Contractor
Working Hours: LA Business Hours: 8:00 AM – 6:00 PM PST (non- negotiable)
Salary Range : $1.500 - $1.800 USD (Depending on experience)

About the client
Our client is a Los Angeles-based real estate investment and asset management company operating a growing, multi-entity portfolio across three primary business verticals: a national car wash acquisition and operations platform, a diversified real estate portfolio (including single-family rentals, multifamily, NNN medical offices, and NNN gas stations), and an additional consumer goods business. We are a fast-moving, professional organization with high standards and a culture of ownership, accountability, and continuous improvement.

About the role
We are looking for a Senior Executive Administrative Professional to serve as the operational backbone of our company — handling sophisticated administrative tasks, entity management, compliance, and complex project management and coordination across a growing multi-entity portfolio.
This is not a traditional administrative role. We need someone who operates with the instincts of a Chief of Staff — someone who takes full ownership, anticipates what is needed, and thrives in an environment where complexity, urgency, and high expectations are the norm. If you are someone who takes genuine pride in being the person that keeps a sophisticated operation running at the highest level, this role was built for you

Responsibilities:

1. Document & File Management

Organize and maintain structured file systems across Google Drive for all entities and projects
Ensure documents are immediately accessible and properly categorized at all times
Maintain real-time document sharing availability during all business hours
Create and enforce standardized naming conventions and folder structures across the organization

2. Entity Management & Compliance

Create and register new LLCs and legal entities as the company acquires new assets and businesses
Manage ongoing corporate compliance for multiple entities simultaneously
Coordinate with attorneys for filings, renewals, amendments, and registered agent matters
Maintain accurate and up-to-date corporate records for all entities
Track compliance deadlines and ensure nothing falls through the cracks

3. Technology Administration & Systems

Serve as the internal Monday.com expert — implement improvements, build workflows, and optimize processes
Manage and maintain CRM systems to ensure data integrity and process efficiency
Create professional marketing materials and visual assets using Canva
Identify and implement technology improvements that enhance team productivity

4. External Communications & Relationship Coordination

Serve as a professional point of contact with lenders, banks, insurance providers, and legal counsel
Coordinate third-party vendor services and inspections (approval authority up to $2,000)
Manage correspondence with title companies, escrow agents, and external partners
Draft and send professional communications on behalf of leadership when needed

5. Project Management & Coordination

Own and drive complex, multi-step projects from initiation through completion
Track timelines, milestones, and deliverables across multiple simultaneous projects
Facilitate collaboration across departments and keep all stakeholders aligned
Proactively identify bottlenecks and solve problems before they escalate
Manage a high volume of tasks on Monday.com with precision and follow-through

6. Specialized Administrative Tasks

Organize and manage closing documents for real estate transactions
Coordinate cost-segregation studies and related documentation
Handle registered agent coordination and annual report filings
Support due diligence processes with document preparation and organization
Assist with onboarding new vendors, accounts, and banking relationships

Requeriments:

Experience

3–5+ years of executive administrative experience, preferably in real estate or finance
Proven track record managing high-volume, complex administrative environments
Hands-on experience with LLC formation, entity compliance, and corporate recordkeeping
Background working with or alongside attorneys, lenders, banks, and executives

Technical Skills

Monday.comExpert-level proficiency in
Google SuiteExpert-level proficiency in
CanvaStrong proficiency in
CRM management and optimization experience
Comfort with DocuSign, SignNow, or equivalent e-signature platforms

Professional Competencies

Exceptional written and verbal communication skills for professional interactions with attorneys,lenders, and executives
Strong project management ability with capacity to manage dozens of priorities simultaneously
High level of discretion and professionalism when handling sensitive and confidential information
Extreme attention to detail — errors in this role have real consequences
Proactive, self-directed working style — you don’t wait to be told what needs to be done

WHO THRIVES IN THIS ROLE

You have worked in a fast-paced real estate, investment, or family office environment and understand the demands that come with it
You are the person on your current team that everyone turns to when something important needs to get done right
You find satisfaction in building order out of complexity and taking full ownership of your responsibilities
You communicate at an executive level — clear, professional, and confident with attorneys, bankers, and leadership alike
You are highly organized, never let deadlines slip, and proactively flag issues before they become problems
You treat confidential information with the discretion it deserves

Executive Administrative Professional (Transactional support) - 21160528