Construction Executive Assistant to the CEO

Job Title: Construction Executive Assistant to the CEO (US Experience)

Team Outsource, a staffing agency, is hiring a highly skilled Executive Assistant on behalf of our client in the US construction industry. We are seeking a proactive, detail-oriented professional who can confidently manage executive-level support while assisting in construction project coordination. The ideal candidate thrives in fast-paced environments, demonstrates initiative, and brings strong experience in both executive administration and construction project operations—particularly in renovation projects, coordination, and estimates.

Role Overview

The Executive Assistant will serve as the right hand to the CEO of a US-based construction firm, ensuring seamless day-to-day operations. You will handle scheduling, communications, project coordination, vendor follow-ups, and administrative tasks to keep renovation projects on track and within budget.

Key Responsibilities

• Calendar & Email Management: Oversee 7 calendars and inboxes, ensuring seamless scheduling and timely responses.
• Task Execution: Act quickly on assigned tasks, proactively anticipate needs, and respond on behalf of the CEO when appropriate.
• HubSpot CRM Management: Maintain accurate contact records, track communications, and manage workflows in HubSpot CRM.
• Task Planning: Organize, prioritize, and monitor deliverables using Microsoft Task Planner.
• Construction Project Coordination: Support project planning by assisting with schedules, vendor coordination, and follow-ups.
• Renovation Project Oversight: Assist in coordinating renovation projects, ensuring timelines, costs, and deliverables are monitored effectively.
• Estimates Support: Assist in gathering data, reviewing cost estimates, and coordinating with project stakeholders.
• Process Improvement: Develop and refine SOPs to streamline business and project operations.
• Reporting & Documentation: Prepare professional reports, project updates, and presentations for executive and client needs.
• Communication: Draft and manage internal and external correspondence with professionalism.
• Confidentiality: Manage sensitive information with discretion at all times.

Qualifications

• Proven experience as an Executive Assistant, ideally supporting C-level executives within the US construction industry.
• Strong background in US construction project coordination with hands-on experience in renovation projects and handling estimates.
• Proficiency in HubSpot CRM and Microsoft Task Planner (required).
• Proficiency with any construction project management tools (eg, Bluebeam, Procore), Microsoft Office, and Google Workspace.
• Familiarity with construction workflows, vendor management, and operational process optimization.
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication abilities.
• Ability to work independently, show initiative, and thrive in a fast-paced environment.

Why Join T.O.?

• Work with a fast-growing and dynamic virtual assistant agency.
• 100% Remote Work—Work from anywhere
• Opportunities for professional growth and leadership.
• A supportive team that values your expertise and contributions.

Job Type: Full-time

Pay: Php50, Php70,000.00 per month

Benefits:

• Opportunities for promotion
• Pay raise
• Promotion to permanent employee
• Work from home

Application Question(s):

• Are you familiar with construction project coordination?
• Do you have experience as an Executive Assistant for a US-based construction company?
• Do you have experience supporting a CEO or C-level executives in the US?

Experience:

• US Executive Assistance: 2 years (Required)

Work Location: Remote