Executive Operations Assistant

Position Overview

We are seeking a highly organized and detail-oriented Executive Operations Assistant to support the Chief Administrative Officer and assist with loan processing, documentation, servicing, accounting support, and administrative operations. This role serves as a key liaison between borrowers, investors, outside professionals, and internal teams, helping ensure transactions and portfolio activities are completed accurately and efficiently.

The ideal candidate has strong administrative, organizational, and financial skills, with experience in lending, real estate, banking, escrow, title, accounting, or business operations. Success in this role requires the ability to manage multiple priorities, maintain accurate records, and support a wide range of operational and transaction-related activities.

Key Responsibilities

Loan Documentation & Transaction Management

• Review and prepare loan agreements and related closing documents
• Identify inconsistencies, missing information, and potential issues requiring further review
• Maintain organized, audit-ready digital and physical loan files
• Ensure documentation is complete, accurate, and compliant with company requirements

Closing & Post-Closing Administration

• Assist with loan closings, including checklist management and document tracking
• Ensure all executed documents are properly completed and recorded
• Track post-closing deliverables and follow up with borrowers, title companies, escrow officers, and other third parties
• Maintain accurate records throughout the transaction lifecycle

Loan Operations & Financial Administration

• Review loan terms for accuracy, including interest rates, fees, payment schedules, and loan structures
• Reconcile loan funding amounts and closing statements
• Track transaction-related expenses and costs by deal
• Assist with operational reporting, budgeting, and forecasting activities
• Support loan accounting and portfolio reporting functions

Vendor & Expense Management

• Review third-party invoices, including legal, title, escrow, and other transaction-related expenses
• Verify charges for accuracy and compliance with company guidelines
• Track and report transaction costs by deal and vendor
• Assist in identifying opportunities to improve efficiency and cost management

Loan Servicing & Portfolio Management

• Manage ongoing servicing responsibilities for an assigned portfolio of loans
• Track payment activity, insurance coverage, property taxes, reporting requirements, and loan maturities
• Reconcile borrower payments and maintain accurate loan balances
• Monitor delinquent accounts and escalate exceptions as appropriate
• Prepare payoff statements, extension requests, and loan modification calculations
• Maintain accurate servicing records and portfolio reports

Process Improvement & Reporting

• Help develop and maintain standardized templates, procedures, and workflows
• Build and maintain tracking systems for loan pipeline activity and portfolio management
• Generate reports on transaction status, portfolio performance, operational metrics, and risk items
• Identify opportunities to improve efficiency, accuracy, and scalability across lending operations

Qualifications

Required

• 1-3+ years of experience in executive administration, loan administration, lending operations, banking, escrow, title, accounting, real estate, or a related field
• Strong understanding of commercial real estate loan documentation and transaction processes
• Working knowledge of financial concepts, including loan structures, interest calculations, and closing statements
• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills

Preferred

• Bachelor’s degree in Finance, Accounting, Business Administration, Real Estate, or related field
• Experience supporting commercial real estate lending transactions
• Experience reviewing transaction-related invoices and expenses
• Advanced Excel and reporting skills
• Familiarity with loan servicing, accounting systems, or portfolio management software

Key Skills

• Loan documentation review and administration
• Financial reconciliation and data accuracy
• Transaction coordination and project management
• Process improvement and workflow development
• Strong communication with internal and external stakeholders
• Ability to manage multiple transactions and deadlines simultaneously
• Analytical…