Virtual Executive Assistant

Overview

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Role Summary

Job title: Virtual Executive Assistant

Job ID: GEOKYL

Industry: Construction

Location: LATAM / PH

Job status: Full Time

Work schedule: 7:30 AM – 4:30 PM CST (1-hour lunch), with occasional off-hours work as needed based on deadlines or client needs.

Salary: $6 to $8 per hour

Target start date: ASAP

About the Client

The client is a construction consulting firm specializing in commissioning, which involves third-party testing of equipment and building envelopes as required by law. As a growing business, they are seeking a proactive and reliable professional to support leadership and streamline administrative operations.

About the Role

The client is looking for a detail-oriented and proactive Virtual Executive Assistant to support business operations and leadership. The ideal candidate will have excellent English communication skills, strong proficiency with Microsoft applications (including Teams), and the ability to manage tasks, coordinate with team members, and meet deadlines. This role is critical to reducing the workload of leadership and ensuring that projects, proposals, and administrative functions are executed efficiently and to a high standard.

Key Responsibilities Administrative and Task Management

• Manage task lists and monitor deadlines across multiple projects.
• Coordinate with team members to ensure accountability and progress tracking.

• Maintain the CRM database: update client logs, perform data entry, and track status.
• Upload AI-generated outputs into commissioning (Cx) logs.
• Support course sign-ups and related administrative tasks.
• Download drawings from architects and save them in respective project folders.
• Set up project folders.

Document Preparation and Proposals

• Draft NDAs and other simple legal templates using provided formats.
• Prepare proposals using templates and follow up with clients on outstanding proposals.
• Draft and edit correspondence, memos, and client-facing communications on behalf of leadership.
• Assist in preparing presentation materials, reports, and other deliverables.

Conference and Professional Development Support

• Manage conference and professional development registrations (e.g., AIA, WASBO, IASBO).
• Track and manage continuing education credit submissions and documentation.
• Research industry events, training opportunities, and vendor resources to support business development.

Process Improvement and Coordination

• Coordinate across multiple platforms (Teams, email, CRM) to ensure seamless information flow.
• Identify administrative gaps and propose solutions to improve efficiency.

Requirements

• Excellent written and verbal communication in English.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Strong organizational skills and ability to manage multiple priorities.
• Experience in data entry, CRM systems, and document preparation.
• Proven ability to follow up professionally with clients, vendors, and team members.
• Proactive problem-solving and clear communication.
• Familiarity with engineering, construction, or professional services environments is a plus.
• Experience supporting proposals, business development, or sales administration preferred.

Qualifications & Skills

• Minimum of 5 years of administrative or virtual assistant experience preferred.
• Experience supporting executives or working in professional services firms.

Technical Requirements

• Reliable high-speed internet, stable power supply, and fully functioning computer.
• Headset and webcam for virtual meetings.
• Comfort with cloud-based collaboration tools beyond Microsoft (e.g., Dropbox).
• Ability to format and prepare professional documents (Word, PDFs, reports, proposals).

Work Traits

• High attention to detail and accuracy.
• Ability to work independently with minimal supervision.
• Demonstrated confidentiality and discretion with sensitive data.
• Positive, can-do attitude.
• Reliable and punctual.

Benefits

• Ten (10) U.S. paid holidays.
• Vacation must be coordinated in advance (limited between July and mid-September).
• Five (5) paid sick days annually, pro-rated based on start date.
• Invitation to company retreats with all expenses covered.

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