Executive Assistant with a Construction background

2 weeks ago

Pasig, Philippines Virtual Assist Full time

Executive Assistant with a Construction background

We are seeking a highly organized and proactive Executive Assistant with experience in the construction industry to provide both administrative and operational support to leadership. This role requires someone who can seamlessly balance traditional executive assistant responsibilities with light project management and construction estimation support. The ideal candidate will have a strong background in construction processes, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities
  • Manage executive calendars, schedule meetings, and coordinate travel arrangements
  • Prepare reports, presentations, proposals, and meeting materials
  • Draft, proofread, and manage correspondence on behalf of executives
  • Maintain confidential files, contracts, and project documentation
  • Assist in planning, scheduling, and tracking construction projects
  • Monitor project milestones and ensure deadlines are met
  • Coordinate with contractors, vendors, and internal teams
  • Help prepare status reports and progress updates for leadership
  • Assist in preparing bids, estimates, and cost breakdowns for projects
  • Collect and organize subcontractor and vendor quotes
  • Review construction drawings, specifications, and contracts for accuracy
  • Support project budgeting and resource allocation tasks
  • Act as a liaison between executives, project teams, and clients
  • Take meeting notes, prepare minutes, and follow up on action items
  • Handle client and vendor inquiries with professionalism
Qualifications & Skills
  • Proven experience as an Executive Assistant, Project Coordinator, or similar role in the construction industry
  • Knowledge of construction terminology, processes, and project lifecycles
  • Experience supporting project management and/or estimation functions
  • Strong proficiency with Microsoft Office Suite, Google Workspace, and construction/project management tools (e.g., Procore, Bluebeam, MS Project, or similar)
  • Excellent organizational, multitasking, and problem-solving skills
  • Strong attention to detail and accuracy in documentation
  • Excellent written and verbal communication skills
  • Ability to work independently and maintain confidentiality
Benefits
  • Flexible work-from-home opportunity
  • Opportunity to contribute to a growing business by enhancing efficiency and client experience
  • Supportive and collaborative work environment
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