CPT-11763 Assistant to the Executive Team

· Manage executive calendars, schedule meetings, and provide reminders

· Maintain ongoing task lists and follow up on outstanding items as needed

· Draft emails / follow ups for CEO

· Prepare meeting agendas and summaries as requested

· Draft, format, produce & distribute reports, presentations, and briefs utilizing software such as Excel, PowerPoint, Word, etc.

· Research as requested by the executive team

· Assist with general administrative tasks and day-to-day office support.

· Maintain organized records and ensure important documents are properly filed and named per the company’s file naming protocol

· Research and book domestic and international travel for business and personal travel as requested

· Collect (using Loop) & place lunch orders for Wednesday lunches

· Attend project meetings via Teams or Zoom and take detailed meeting minutes

· Document key discussions, project updates, and action items utilizing

· Track project deliverables and ensure follow-up tasks are completed

· Coordinate communication between internal team members and stakeholders

· Help monitor project timelines and remind team members of upcoming deadlines

· Assist the Project Manager with administrative coordination throughout project lifecycles

· Maintain organized project files and documentation using Dropbox & SharePoint

· Assist the CEO or Project Managers in preparing proposals and presentations from PowerPoint templates and previously developed samples

· Follow up on outstanding action items after meetings

· Communicate with team members regarding project updates and pending tasks

· Schedule follow-up meetings as needed

· Ensure accountability by tracking commitments and project progress

· Organize and maintain project documentation in Dropbox & SharePoint

· Ensure files are properly named, stored, and easily accessible

· Maintain version control of project documents

· Assist in organizing contracts, reports, and project-related records

· Serve as administrative point of contact for internal team members

· Assist with company meeting preparation, including agendas, reminders, sending, and updating invitations

· Assist with scheduling meetings

· Own the tracking and collection of vendor insurance certificates (COIs), ensuring renewals are received and filed before expiration

· Upload COIs to Procore

· Maintain an up-to-date COI compliance log for all vendors and partners, tracking expiration dates, renewal requests, and correspondence history to ensure continuous coverage and zero lapses in compliance

· Manage the relationship with the outsourced insurance consultant and work with them for onboarding new subcontractors

· On occasion, support the Controller with digital filing, logging, and organization of invoices

· Previous administrative or project coordination experience

· Ability to manage multiple priorities across team members

· Real estate or construction industry experience strongly preferred

· Excellent organizational and multitasking abilities

· High level of attention to detail

· Strong follow-through with outstanding attention to detail

· Comfortable attending meetings and documenting detailed notes

· Strong written and verbal communication skills

· Proactive, dependable, and highly organized

· Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint, PowerPoint)

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Senior, and Advanced Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: 8:00 am to 5:00 pm (Eastern)
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Near Native
• REGION PREFERENCES: Any

· Microsoft Office Suite – including Outlook, Word, Excel & PowerPoint

· SharePoint

· Dropbox

· Procore (preferred)

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 8:00 am to 5:00 pm (Eastern)

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