Executive Operations Assistant

About the Business
We are a Florida-focused curative title real estate investing company. We work on properties with complicated ownership, probate, heirship, tax, lien, and title issues. Our business depends on clean follow-through, accurate documents, organized files, consistent communication, and disciplined execution from signed purchase agreement through attorney handoff, probate progress, document completion, and closing readiness.

Role Overview
This is not a generic virtual assistant role. We are looking for a calm, steady, detail-driven Executive Operations Assistant who can become the operational control point for the COO. The right person will keep the COO organized, coordinate transaction and notary workflows, monitor probate case progress, maintain complete deal files, and audit documents before key handoffs.

You should enjoy structure, checklists, clean folders, accurate notes, careful follow-up, and quiet execution. You do not need to be loud, salesy, or highly social. You do need to be reliable, precise, patient, consistent, and comfortable holding people accountable to next steps.

Core Responsibilities
1. Executive Assistant to the COO
• Protect the COO’s time by organizing priorities, reminders, follow-ups, meetings, and action items.
• Prepare daily priority lists, meeting notes, agendas, and post-meeting task summaries.
• Monitor assigned inboxes, messages, calendars, documents, and task lists for urgent items and missed follow-ups.
• Turn verbal instructions into clear written tasks, checklists, and next actions.
• Maintain calm, professional communication while supporting a fast-moving operator.

2. Transaction / Notary / Closing Coordination
• Coordinate mobile notary appointments with sellers, heirs, and notaries after purchase agreements are signed.
• Prepare and organize signing packages, notary instructions, FedEx labels, tracking links, and scanback requirements.
• Track execution of Joinders, Quitclaim Deeds, Assignments of Interest, Affidavits of Heirs, copies of IDs, and related documents.
• Review scanbacks for completeness before forwarding packages to the proper internal tea ---------- mber, probate attorney, or closing-related party.
• Maintain transaction status, next steps, blockers, and deadlines in the CRM/project management system.

3. Probate Case Coordination
• Monitor probate-related deal progress and maintain case status updates.
• Communicate with probate attorneys and internal tea ---------- mbers to track what is pending, filed, missing, signed, recorded, or ready for next action.
• Maintain open-items lists for each probate file, including missing heirs, missing documents, pending attorney tasks, and court/status updates.
• Organize probate documents, attorney correspondence, family/heir notes, and supporting evidence in the correct folders.
• Escalate stalled cases before they become forgotten cases.

4. Deal File Management / Curative File Control
• Keep every deal file clean, complete, and easy to understand.
• Maintain digital folders, naming conventions, document checklists, title issue notes, heir charts, seller information, and transaction records.
• Ensure each file has a clear current status, next action, responsible person, and due date.
• Prepare clean handoff packages for attorneys, title companies, internal reviewers, or closing coordination.
• Prevent scattered information, duplicate documents, missing IDs, incorrect versions, and unclear file history.

5. Quality Control / Document Audit
• Audit documents before signing, after scanback, before attorney handoff, and before title/closing handoff.
• Check names, dates, signatures, notarizations, legal descriptions, attachments, IDs, missing pages, and consistency across documents.
• Flag issues clearly and early instead of assuming someone else will catch them.
• Maintain QC checklists and document audit logs.
• Help the team reduce costly errors, closing delays, and repeated requests to sellers or heirs.

The Person Who Will Thrive in This Role
• You are calm under pressure and do not need constant excitement to stay engaged.
• You naturally create order out of scattered information.
• You are comfortable with repetitive follow-up, checklists, and status tracking.
• You notice small details that other people miss.
• You are professional, direct, and respectful when following up with sellers, notaries, attorneys, and internal tea ---------- mbers.
• You can manage up: if the COO misses a decision, deadline, or open item, you will respectfully bring it back to the front.
• You prefer accuracy over speed, but you can still move quickly when the process is clear.
• You are loyal, stable, consistent, and serious about long-term work.

This Role Is Probably Not a Fit If...
• You need a highly social, chatty, people-heavy role to feel energized.
• You dislike repetitive checklists, document review, file organization, or administrative follow-through.
• You prefer improvising over following a proven process.
• You get bored when the work requires precision, patience, and consistency.
• You avoid following up because you do not want to bother people.
• You are uncomfortable working behind the scenes in a support and coordination role.
• You want a sales, negotiation, or lead-generation role instead of an operations support role.

Required Skills and Experience
• Excellent written English and professional communication skills.
• Strong organization, task tracking, and file management ability.
• High attention to detail when reviewing names, documents, dates, IDs, signatures, and instructions.
• Comfortable using CRMs, Google Drive, Google Sheets, email, calendars, messaging tools, and project/task systems.
• Ability to work Central Time Zone hours consistently.
• Reliable internet connection and quiet work environment.
• Experience as an Executive Assistant, Transaction Coordinator, Legal Assistant, Real Estate VA, Probate Assistant, Title Assistant, or Operations Coordinator is preferred.
• Experience with U.S. real estate, probate, legal documents, notary coordination, or title-related work is a strong advantage, but trainability and accuracy matter most.

Tools You May Use
• Pipedrive or similar CRM
• Google Workspace: Gmail, Drive, Docs, Sheets, Calendar
• Phone/messaging systems such as Quo, WhatsApp, or similar
• Project/task management tools
• FedEx label and tracking workflows
• Shared digital folders and document checklists

Success Metrics
• No unsigned, missing, or incomplete document packages sent forward without being flagged.
• Every active transaction has a current status, next step, owner, and due date.
• Notary appointments, FedEx labels, scanbacks, attorney handoffs, and follow-ups are tracked without gaps.
• Probate cases do not stall silently; blockers are identified and escalated.
• Deal files are clean, organized, and ready for review at any time.
• The COO has fewer dropped balls, fewer reminders to give, and more operational visibility.

First 30/60/90 Days - Timeframe & Expected Progress

First 30 Days
Learn the business model, tools, document types, folder structure, transaction workflow, and daily communication rhythm. Begin supporting COO priorities and tracking simple tasks.

First 60 Days
Own notary coordination, scanback tracking, deal file organization, and basic QC checklists with supervision. Begin maintaining probate status trackers and open-items lists.

First 90 Days
Operate as the daily control point for COO support, transaction coordination, probate tracking, file hygiene, and document audit workflows. Identify process gaps and help improve SOPs.

Schedule and Compensation
• $5/hour starting compensation plus deal bonuses.
• Central Time Zone working hours required.
• Long-term opportunity for someone who becomes dependable, accurate, and deeply trusted.
• Deal bonuses are tied to successful transaction progress and closed deals, based on internal company policy.

How to Apply
To apply, reply with the subject line: "Executive Operations Assistant - Detail Control" and include the following:
1. A short paragraph explaining why you are a strong fit for a detail-heavy operations support role.
2. Your experience with executive assistance, transaction coordination, real estate, legal documents, probate, title, notary coordination, or file management.
3. A specific example of a time you caught a small detail that prevented a bigger problem.
4. A specific example of how you track multiple open tasks, deadlines, and follow-ups.
5. Your availability in Central Time Zone hours.
6. Your internet speed, computer setup, and whether you have a quiet work environment.
7. Confirm that you are comfortable with $5/hour plus deal bonuses.
8. Provide DISC test results: ---------- /disc-personality-test/
9. Copy of resume.

Small Detail Test
At the end of your application, write this exact sentence:
"I understand that this role requires calm consistency, accurate follow-up, and clean files."

Applications that do not follow the instructions above may not be reviewed. This role is for someone who pays close attention to details before the job even begins.