Executive Assistant for Construction Firm - (Remote/Worldwide)

Job Title: Construction Executive Assistant (with Personal & Professional Support Responsibilities)

Location: Remote

Reports To: CEO, Company President

Position Overview:

We are seeking a proactive, detail-oriented Executive Assistant to support a busy entrepreneurial executive in the construction industry. This role includes professional administrative support and personal assistant duties, requiring strong multitasking skills, excellent communication, and the ability to anticipate needs in a fast-paced environment.

Key Responsibilities:

Professional Support:

- Manage and coordinate a complex calendar, including meetings, site visits, vendor calls, and networking opportunities.

- Organize and attend meetings, prepare agendas, take minutes, and follow up on action items.

- Handle email inbox management: prioritize, draft, and respond on behalf of the executive as appropriate.

- Assist with real estate license registration and renewals.

- Conduct market research and support company projects and feasibility studies.

- Liaise with contractors, consultants, and municipal offices.

- Prepare reports, presentations, and documents relevant to construction projects and business development.

- Track deadlines, permits, compliance, and regulatory filings.

Personal & Travel Support:

- Book domestic and international flights, hotels, transportation, and dining reservations.

- Manage personal calendar appointments (e.g., medical, family, home service vendors).

- Coordinate special events, gifts, and holiday scheduling.

- Oversee and coordinate household management items, as needed.

Qualifications:

• 3–5 years experience as an executive assistant, preferably in construction, real estate, or property management.
• Strong organizational and time management skills.
• High proficiency in Microsoft Office, Google Workspace, and scheduling tools
• (e.g., Calendly, Outlook).
• Familiarity with construction terminology, permit processes, and real estate licensing is a plus.
• Ability to handle sensitive information with discretion and confidentiality.
• Excellent written and verbal communication skills.
• Self-starter who is comfortable with remote work environments.
• Knowledge of CRM systems (e.g., Salesforce, Fireflies, Monday.com).
• Bilingual capabilities.
• Travel coordination experience for executives or families.