Executive Assistant for a Residential Construction and Design-Build Firm in the US (Home Based Full Time)

Remote: 
Full Remote
Contract: 
Work from: 

Offer summary

Qualifications:

Proven experience as an executive assistant or in a similar administrative role., Strong organizational skills and attention to detail., Excellent communication skills, both written and verbal., Familiarity with project management and billing processes..

Key responsibilities:

  • Manage the CEO's email and calendar, prioritizing key communications.
  • Coordinate meetings, travel, and appointments for the CEO.
  • Track project billing schedules and follow up on outstanding invoices.
  • Support project documentation and maintain accountability systems across departments.

Virtual Coworker logo
Virtual Coworker Scaleup https://virtualcoworker.com/
201 - 500 Employees
See all jobs

Job description

CEO Support:
• Manage and prioritize CEO’s email inbox, flagging key messages and drafting replies
• Maintain CEO’s calendar with attention to strategic focus and personal balance
• Coordinate internal and external meetings, appointments, and travel
• Act as a gatekeeper for requests and time commitments

Client Billing & A/R Coordination:
• Track active project billing schedules
• Send invoices promptly upon notification from Project Managers
• Follow up on outstanding invoices at 7, 14, and 30-day intervals
• Maintain an A/R log and escalate overdue accounts to the CEO and relevant PM
• Communicate professionally with clients regarding payment reminders

Project & Operations Admin:
• Monitor open tasks and “loose ends” across departments, ensuring timely follow-up
• Track internal deadlines and maintain accountability systems for the team
• Support project documentation, purchase orders, subcontractor COI collection, and other routine workflows
• Format and proofread documents, presentations, and contracts as needed

Personal & Household Admin (as needed):
• Book family travel, appointments, and events
• Coordinate personal errands and special projects
• Manage household vendors or purchases as requested

Required profile

Experience

Spoken language(s):
English
Check out the description to know which languages are mandatory.

Other Skills

  • Time Management
  • Detail Oriented
  • Communication

Executive Assistant Related jobs