[Hiring] Executive Assistant @Virtual Assist

Role Description

A growing construction services company expanding into electrical, generator, and related field services is seeking a proactive and highly organized Executive Assistant to support leadership with daily operations, business development, sales follow-up, and administrative coordination.

Key Responsibilities

• Executive & Operational Support
  • Provide daily executive support to company leadership, helping manage priorities, schedules, tasks, and follow-up items.
  • Track important deadlines, commitments, and action items to ensure nothing falls through the cracks.
  • Organize operational issues, questions, and requests to ensure they are properly addressed and followed through.
  • Prepare daily or weekly updates outlining completed tasks, outstanding items, blockers, and next steps.
  • Help leadership stay focused by managing administrative details and coordinating priorities.
• Construction Operations Support
  • Support day-to-day coordination related to construction, electrical, generator, and field service operations.
  • Maintain organized records related to projects, customers, vendors, leads, and operational tasks.
  • Assist with communication and coordination between leadership, office staff, subcontractors, vendors, and external partners.
  • Help maintain project trackers, checklists, documentation, and workflow systems.
  • Support the creation and improvement of processes that help projects run more efficiently.
• Sales & Business Development Support
  • Assist with tracking sales opportunities, leads, and follow-up activities.
  • Monitor unclosed leads and ensure timely follow-up actions are completed.
  • Support appointment-setting and lead generation efforts by organizing information and coordinating next steps.
  • Maintain CRM updates, sales notes, pipeline information, and follow-up records.
  • Assist leadership with business development initiatives, partnerships, and growth opportunities.
  • Help organize ideas, research, and action plans related to company expansion.
• Process Improvement & Systems
  • Create, update, and maintain SOPs, checklists, templates, and repeatable workflows.
  • Identify opportunities to improve organization, communication, and operational efficiency.
  • Help implement systems that improve accountability and follow-through.
  • Utilize AI tools, automation platforms, and productivity software to reduce repetitive tasks and improve efficiency.
  • Assist with documentation and organization of company knowledge.
• Administrative & Communication Support
  • Coordinate meetings, follow-ups, reminders, and internal communications.
  • Maintain organized files, documents, notes, and business records.
  • Assist with research, reporting, and preparation of leadership materials.
  • Communicate professionally with customers, vendors, partners, and internal team members.
  • Maintain confidentiality when handling company information.

Qualifications

• Experience as an Executive Assistant, Operations Assistant, Project Coordinator, Construction Administrator, or similar support role.
• Experience working with a construction, trades, home services, electrical, generator, or field-service company preferred.
• Strong written and verbal English communication skills.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities and keep tasks moving forward.
• Strong follow-up skills and ability to hold processes accountable.
• Ability to work independently, make decisions, and take ownership of responsibilities.
• Comfortable working with sales teams, contractors, vendors, and operational partners.
• Ability to organize information and turn broad ideas into actionable steps.
• Professional, reliable, and trustworthy with strong judgment.

Preferred Experience

• Previous experience supporting a construction company, contractor, or home service business.
• Familiarity with construction workflows, project coordination, estimating, scheduling, or customer communication.
• Experience with CRM systems, lead tracking, or sales pipelines.
• Experience coordinating with marketing agencies, appointment setters, or lead-generation partners.
• Experience creating SOPs, process documentation, and operational systems.
• Familiarity with AI and automation tools such as ChatGPT, Claude, Zapier, or similar platforms.
• Experience supporting companies during periods of growth or expansion.

Schedule

• 40 hours per week
• Monday to Friday
• Night shift - PH time