Job Description
Job Description
Job Title: Administrative Assistant (Real Estate & Corporate Operations)
Company: Mainspring
Location: Chicago, IL (Remote / Work From Home)
Employment Type: Part-Time (20 hours/week)
Equipment: Hardware and technology package provided
About Mainspring
Mainspring is expanding its operations in the Chicago market. We provide high-level operational and transaction management support across dynamic real estate and business ventures. We are seeking a detail-driven, forward-thinking Administrative Assistant to support executive operations, document management, and governance workflows in a flexible, fully remote capacity.
Role Overview
In this role, you will serve as the operational backbone for our Chicago transactions and administrative requirements. You will handle core secretarial tasks, coordinate title and closing documents, assist with corporate governance filings, manage correspondence, and leverage modern digital tools (including everyday AI utilities and light social media) to streamline workflows.
Key Responsibilities
- Real Estate Secretarial & Transaction Support: Draft, format, and organize transaction documents, contracts, closing binders, and correspondence. Coordinate schedules, execute signatures, and track deadlines for real estate deals.
- Title & Escrow Coordination: Review title commitments, flag standard exceptions or requirements, organize closing documentation, and liaise with title agents, attorneys, and escrow officers.
- Corporate Governance & Compliance: Maintain corporate records, entity organizational charts, state annual reports, board resolutions, and meeting minutes across affiliated business entities.
- Office & Document Management: Manage email correspondence, file repositories, calendar invites, and tracking spreadsheets using the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
- AI & Modern Workflow Automation: Utilize foundational AI tools (such as ChatGPT, Copilot, or Claude) to draft summaries, proofread documents, organize data, and optimize day-to-day productivity.
- Social Media & Brand Presence: Handle light, basic social media management—scheduling company updates, sharing property announcements, or monitoring engagement across platforms like LinkedIn.
Qualifications
- Experience: 2+ years of administrative assistant, legal secretarial, or transaction coordinator experience, preferably within real estate, legal, or title environments.
- Real Estate & Title Literacy: Working familiarity with residential/commercial title processes, settlement statements, deeds, and real estate closing packets.
- Governance Awareness: Basic exposure to entity maintenance, corporate minutes, operating agreements, and compliance filings.
- Technical Skills:
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- Advanced proficiency in Microsoft Office (Excel formatting, Word document styling, Outlook calendar management).
- Familiarity with modern collaboration platforms (Teams, cloud document drives).
- Basic familiarity with prompt-based AI tools for administrative tasks and drafting.
- Experience handling basic social media posts and profile updates.
- Local Market Knowledge: Based in or familiar with the greater Chicago business and real estate market.
- Soft Skills: High discretion handling confidential business records, proactive communication, and disciplined time management in an autonomous remote setup.
Schedule & Benefits
- Hours: 20 hours per week (flexible core hours during standard Central Time business days).
- Remote Setup: 100% work from home.
- Technology Provided: Complete company-issued technology bundle (laptop, necessary peripherals, and software licenses).
- Compensation: Competitive hourly rate commensurate with experience.
\nCompany Description
Chicago based real estate investment company.
Company Description
Chicago based real estate investment company.