CPT-11110 Executive Virtual Assistant (Construction Operations Support)

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

We are seeking a highly organized and proactive Executive Virtual Assistant to support a fast-paced construction company specializing in steel erection, electrical works, and painting services across commercial and industrial projects.

This role is designed to support senior leadership (COO, President, and VP-level executives) by managing administrative workflows, email coordination, calendar scheduling, vendor outreach, and operational documentation.

The ideal candidate is detail-oriented, dependable, and comfortable handling multiple inboxes and fast-moving operational tasks in a construction environment.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Contractors will be required to provide services that align with the following client tasks:

• Manage and organize multiple executive email inboxes (COO, President, VP)
• Sort, prioritize, and respond to emails on behalf of leadership when appropriate
• Flag urgent matters and ensure timely follow-ups
• Reduce inbox overload by filtering and organizing communications

• Manage and coordinate executive calendars
• Schedule and confirm meetings, internal discussions, and vendor appointments
• Send reminders and ensure all meetings are properly organized
• Support daily planning for leadership teams

• Assist with vendor outreach and initial communications
• Help initiate vendor relationships and track follow-ups
• Support vendor coordination tasks and basic acquisition activities
• Maintain organized records of vendor interactions

• Organize files, documents, and operational records
• Assist in maintaining structured digital filing systems (Google Drive / Microsoft tools)
• Support creation and updating of internal tracking spreadsheets (Excel-based)
• Help document job updates, contracts, and project-related information

• Assist with tracking ongoing construction projects and updates
• Support communication between internal teams and field operations
• Help ensure compliance-related documents are properly stored and updated
• Provide general administrative support as needed

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous experience as an Executive Assistant or Administrative Virtual Assistant
• Strong email management and calendar coordination experience
• Excellent written and verbal English communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple executives and priorities simultaneously
• Comfortable working in a fast-paced, operational environment
• Proficient in Google Workspace and Microsoft Office (especially Excel)
• Able to work independently with minimal supervision

• Experience supporting construction, operations, or logistics teams
• Familiarity with vendor management or procurement workflows
• Experience handling multiple inboxes for executives or leadership teams
• Background in administrative support for field-based industries

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Senior Level
• Contracted Hours per Week: 20 hours/week
• Daily Working Time: 7 AM-11 AM PST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A–B (Fluent, conversational English with strong executive phone presence required)
• REGION PREFERENCES: Any

• Google Workspace (Gmail, Drive, Calendar)
• Microsoft Office (Excel, Word)
• Spreadsheet-based tracking systems
• Email and calendar management tools

• Contracted Hours per Week: 20 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 7 AM- 11 AM PST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement