Virtual Assistant - 20914

• Remote

• Full-time

• Monday–Friday

• Must be fully available during U.S. Central Time (CST) business hours

• 2+ years of relevant experience

Our client is a commercial real estate development and capital advisory firm involved in complex development projects and transactions across the United States.

The team works with brokers, buyers, engineers, attorneys, vendors, government offices, and other stakeholders throughout the development and transaction lifecycle. They are looking for a highly organized Virtual Assistant who can provide hands-on deal execution and administrative support while keeping projects, documentation, and communication moving forward.

The Virtual Assistant will provide direct administrative and deal execution support to senior leadership and the broader development team.

This is not a traditional generalist VA position. The role requires someone who can manage detailed records, verify information, track transaction requirements, follow up persistently with outside parties, and maintain organization across active commercial real estate projects.

The ideal candidate is exceptionally detail-oriented, resourceful, persistent, and comfortable working with structured processes and verification checklists. Previous commercial real estate or real estate development experience is highly valuable, but candidates with experience supporting other complex projects, transactions, or operations may also be considered.

• Support active commercial real estate development projects and transactions from an administrative and coordination standpoint.

• Maintain visibility into open items, deadlines, deliverables, approvals, and outstanding requirements.

• Track deal stages, project gates, responsible parties, deadlines, and current status.

• Follow up with internal and external stakeholders to keep transactions moving.

• Identify missing information or inconsistencies and escalate them promptly.

• Maintain organized records for multiple concurrent projects and transactions.

• Research and verify contact information before outreach is initiated.

• Confirm contact names, email addresses, phone numbers, and company information using at least two independent sources when required.

• Research decision-makers and relevant transaction stakeholders.

• Maintain accurate and up-to-date contact records.

• Flag conflicting or potentially inaccurate information rather than making assumptions.

• Research U.S. county and state public records related to commercial real estate transactions.

• Locate and organize deed recordings, easements, lien information, note extensions, and other property records.

• Research appraisal district records and property information.

• Conduct Secretary of State entity lookups.

• Locate plat records and other relevant development documentation.

• Follow established research and verification procedures while learning real estate-specific terminology and resources.

• Document sources and findings clearly for review by the development team.

Training may be provided for specialized public-record research, but candidates must be resourceful and comfortable navigating unfamiliar systems independently.

• Cross-check documents and supporting information for consistency and completeness.

• Compare site plans, surveys, area tables, and related project information.

• Verify that figures and property information match across documents.

• Distinguish executed agreements from unsigned drafts.

• Identify the most current version of documents.

• Flag discrepancies, missing signatures, conflicting information, or incomplete records.

• Follow written verification checklists carefully without skipping required steps.

• Monitor active email threads involving brokers, buyers, engineers, attorneys, partners, vendors, and other stakeholders.

• Track unanswered questions and outstanding deliverables.

• Draft professional follow-up emails when conversations become inactive.

• Proactively chase outstanding documents, responses, and action items.

• Maintain organized communication records.

• Escalate time-sensitive or transaction-critical issues appropriately.

• Make professional outbound calls to U.S.-based businesses, government offices, vendors, and other parties.

• Contact county clerks and government offices to verify records or obtain information.

• Confirm addresses, documentation, and transaction details with vendor offices and other stakeholders.

• Communicate clearly and professionally with U.S.-based contacts.

• Document the outcome of calls and any required next steps.

• Maintain the team's deal tracker and project management systems.

• Update project status, deadlines, responsible parties, and outstanding tasks.

• Ensure action items are accurately captured and followed through to completion.

• Use Monday.com or similar systems to maintain visibility across projects.

• Identify overdue items and follow up proactively rather than waiting for reminders.

• Update basic commercial real estate pro formas and project budgets using established templates.

• Enter and update financial information accurately in Excel and Google Sheets.

• Cross-check calculations and source information for accuracy.

• Maintain organized financial and transaction-related spreadsheets.

• Flag discrepancies or questionable information for review.

• Manage senior leadership calendars and scheduling.

• Coordinate meetings across U.S. Central Time.

• Schedule calls with internal and external stakeholders.

• Attach relevant documents and preparation materials to calendar invitations.

• Prepare meeting materials as needed.

• Take detailed meeting notes.

• Document and distribute action items following meetings.

• Track commitments to ensure assigned tasks are completed.

• Assemble and maintain organized digital data rooms.

• Ensure transaction documents are properly named, categorized, and current.

• Assist with assembling site packages and other deal-related materials.

• Prepare and update one-page flyers and basic project materials using existing templates.

• Maintain strong document organization and version control.

• Use AI tools such as Claude or similar platforms to improve research, drafting, organization, and administrative efficiency.

• Support general paperwork and administrative needs associated with active projects.

• Identify opportunities to streamline repetitive workflows while maintaining accuracy.

• Verify AI-generated information before relying on it for transaction-related work.

Consistent real-time availability is required because the role involves live communication with U.S.-based brokers, government offices, vendors, attorneys, and other transaction stakeholders.

Success in this role will be measured through:

• Accuracy and completeness of deal records and documentation.

• Reliability of contact and public-record verification.

• Ability to identify discrepancies before they create transaction issues.

• Consistent follow-up on unanswered questions and outstanding deliverables.

• Accuracy of deal tracker, project status, and deadline management.

• Quality and professionalism of written and verbal communication.

• Accuracy of spreadsheet, budget, and pro forma updates.

• Organization and completeness of transaction data rooms.

• Ability to keep multiple projects and communication threads moving without constant supervision.

• Responsiveness and reliability during U.S. Central Time business hours.

• Ability to learn commercial real estate development processes and terminology quickly.