Admin Assistant

Administrative Assistant / Development Coordinator

LocationRemote (LATAM Preferred)

Compensation

• Latin America: USD $1,500 to $1,900/month

Role Type: Remote (Offshore – LATAM / South America) Schedule: Full-Time | EST (Eastern Standard Time) alignment required Reporting to: Megan (Leadership)

OverviewThe Operational Force Multiplier

We are a fast-paced Commercial Real Estate (CRE) development group working with national retailers on high-stakes deals. We are looking for a sharp, proactive, and highly organized Administrative Assistant to support our leadership team.

This is not a role for a passive "task-taker." We need an autonomous professional who can anticipate needs, solve problems before they escalate, and operate with minimal direction once onboarded. You will be at the center of our deal flow—handling everything from tracking critical contract dates to creating marketing materials. Because you will manage sensitive internal reports and bank statements, discretion, accuracy, and a "Type A" approach to organization are non-negotiable.

Core Responsibilities

I. Document, File & Contract Management

• Data Governance: Log reports as received, saving files according to strict company naming conventions to maintain a flawlessly organized digital filing system.

• Contract Coordination: Assist with contract administration by verifying dates, locating specific reports, and tracking deadlines across multiple departments.

• Audit & Accuracy: Take pride in catching date discrepancies in contracts and ensuring no file is ever "lost" or misfiled.

II. Daily Alignment & Proactive Coordination

• Note-Taking & Alignment: Attend daily check-ins to align on priorities. You are responsible for taking rigorous notes, tracking action items, and ensuring the Founder's top priorities stay on track.

• Scheduling & Reminders: Proactively manage calendar invites and follow-ups to ensure paperwork and reports are submitted by specific cutoff dates.

• Anticipating Needs: Look ahead at the calendar and project pipeline to identify what the leadership team will need before they ask for it.

III. Communication & Outreach

• Technical Collaboration: Use Microsoft Teams as the primary hub for internal collaboration and real-time project updates.

• Direct Outreach: Utilize a cell phone (WhatsApp is acceptable) to handle professional calls and coordinate with brokers, retailers, and internal stakeholders.

• Internal Liaison: Act as a "professional nudger" to ensure everyone involved in the deal flow delivers on time.

IV. Marketing & AI-Augmented Operations

• AI Integration (Highly Preferred): Actively utilize AI tools (ChatGPT, Claude, etc.) to increase velocity, draft communications, and summarize complex reports.

• Creative Support: Use Canva to create high-quality "in-house" marketing materials and static content for distribution to brokers and retailers.

Who You Are

Experience & Traits

• Adaptable & Agile: You enjoy a "no two days are the same" environment. You are comfortable stopping one task abruptly to jump on a high-priority "fire" without losing your focus.

• Autonomous Operator: You find satisfaction in working on your own with little direction. You are a self-starter who looks for solutions rather than just reporting problems.

• Elite Communication: You possess near-native English fluency (written and verbal) and can communicate fluidly with a U.S.-based team and external partners.

• Highly Disciplined: You understand the weight of working with NDAs and sensitive financial data. You are reliable and consistent in a remote environment.

Technical Requirements

• Tech-Savvy: Proficiency in Google Workspace/Microsoft Office, Microsoft Teams, and Canva.

• Phone Ready: Must have a reliable cell phone for calling (WhatsApp is fine).

• AI-Native: You see AI as a core part of your professional toolkit to drive efficiency.

Requirements

• Location: Must be based in LATAM or South America (must be able to work full EST hours).

• Experience: Previous experience in Administrative Assisting, Executive Assisting, or Real Estate/Legal support is a major plus.

• Compliance: Must be willing to sign a strict NDA and undergo a comprehensive Background Check.

Why Join Us?

This is a secure, long-term opportunity to work within the high-growth sector of U.S. Commercial Real Estate development. You will be a vital part of a team working on national-scale retail projects, with the opportunity to take on more responsibility and "fix" processes as you learn our specific development lifecycle.