Executive Admin

Executive Admin

Priority Location: South Africa, LATAM, Philippines

Working Hours: Monday - Friday 9AM to 5PM (PST)

Salary Range: $1,800 - $2,000 per month

Type of Contract: Independent Contractor

Type of Role: Remote

Role Purpose: The Admin Executive provides high-level administrative and operational support to the leadership team, keeping a multi-entity real estate, commercial, and operating-business portfolio running cleanly day-to-day. This is a hands-on ownership role focused on maintaining entity compliance, insurance records, closing checklists, vendor/tenant correspondence, and central filing systems. The portfolio grows regularly through acquisition, requiring continuous adaptability to stand up and maintain administrative files for new entities without loss of accuracy.

Portfolio Scope

• Residential & Medical Offices: Site insurance, licenses and permits, vendor records, supplier correspondence, lease documents, certificates of insurance (COIs), POA and municipal notices, tenant recharges.
• LLC Entities & Others: Entity compliance, policy renewals, supplier and sales-channel administration.
• Active Acquisitions (Multi-State, Ongoing): Closing checklists, EINs, operating agreements, W-9s, good-standing certificates, post-closing notices.

Key Responsibilities Executive & Leadership Support

• Manage leadership calendars, schedule cross-timezone meetings, and arrange travel.
• Prepare correspondence, reports, agendas, minutes, and presentations.
• Prepare and circulate meeting packs ahead of finance, operations, and portfolio reviews; track action items to closure.
• Serve as a dependable first point of contact for internal and external inquiries.

Entity, Legal & Compliance Administration

• Maintain the multi-LLC entity register (formation documents, EINs, registered agent details, ownership).
• Ensure timely statutory filings, including California Statements of Information and equivalent multi-state annual filings.
• Order and file certificates of good standing, maintaining local licenses, permits, and registrations.
• Coordinate with external attorneys on operating agreements, PPMs, subscription agreements, and executed filings.
• Prepare W-9s, authorization letters, and bank account setup paperwork with Finance.
• Deliver requested tax preparer documentation (1098s, entity financials, GL detail) within target deadlines.

Insurance Administration

• Maintain the portfolio insurance tracker (policies, premiums, coverage, renewal dates, payment status).
• Request, review, and file certificates of insurance for properties, tenants, and vendors; chase missing/expiring COIs.
• Liaise with brokers on quotes, renewals, endorsements, and acquisition coverage.
• Flag upcoming renewals to Operations and Finance; confirm premium approvals and payments.
• Prepare periodic portfolio insurance cost reports (landlord-borne vs. tenant-reimbursed).

Acquisitions & Closing Support

• Manage administrative closing checklists on active acquisitions via Monday.com.
• Coordinate entity setup, insurance placement, signature collection, and lender document handoffs.
• Upload and organize closing documents in Google Drive on the day of receipt.
• Complete post-closing tax/ownership change notices, tracker updates, and board close-outs.

Document & Workflow Management

• Maintain standardized Google Drive filing structures and route signature documents via SignNow.
• Process incoming mail/scanned correspondence and distribute to responsible owners.
• Maintain SOPs, templates, and records; draft new SOPs for recurring administrative tasks.
• Keep Monday.com items updated with assigned owners, due dates, and status tracking.
• Provide clear weekly status updates on open items, proactively flagging risk items early.

Systems and Tools

• Monday.com
• Google Workspace (Drive, Gmail, Docs, Sheets)
• SignNow
• Yardi Virtuoso
• QuickBooks
• Excel

Qualifications and Experience

• 3–5 years of experience in executive support, operations administration, or corporate admin.
• Demonstrated ownership of a compliance, insurance, contract, or entity register.
• Strong written and spoken English, with the ability to draft professional correspondence independently.
• Proficiency in Google Workspace, project management platforms (Monday.com, Asana, or Trello), and intermediate/advanced Excel (trackers, lookups, filtering).
• Proven ability to work remotely and unsupervised across Los Angeles (PST) business hours.
• Reliable high-speed internet and a private home office environment.

Preferred

• Experience in US real estate, property management, or asset management.
• Exposure to US entity compliance, insurance certificates, or commercial closing processes.
• Familiarity with Yardi, SignNow, or QuickBooks.

Core Attributes

• Execution-Focused: Chases items to complete resolution without leaving tasks in progress.
• Detail-Oriented: High precision regarding compliance dates, legal names, and file management.
• Proactive Communicator: Raises problems early with proposed solutions attached.
• Discreet: Maintains total confidentiality around sensitive financial and legal data.

Engagement Terms

Term - Detail

Basis - Full-time Independent Contractor Agreement

Hours - 40 hours/week (core overlap with PST business hours)

Compensation - USD $1,800 per month (paid monthly via Wise bank transfer)

Probation Period - 3 months (20 business days' notice by either party)

Notice Period - 20 business days' written notice

Governing Law - Los Angeles, California