Executive Assistant | 65799416500

Executive Assistant – Remote (Construction Operations Support)

Location: Remote (South Africa | Latin America | Philippines)

Hours: Monday–Thursday, 7:00 a.m.–5:00 p.m. Pacific Time

Employment Type: Independent Contractor

Salary:Market Related

About the Company

Our client is a growing construction company operating across both the United States and Canada, managing multiple active projects simultaneously. They run a lean, high-performing team and are leveraging modern tools and AI to scale efficiently. As they continue to grow, they are looking to bring on a sharp, reliable Executive Assistant to support the Vice President and a team of three Project Managers in their day-to-day operations.

About the Role

This is a fully remote, internal-facing administrative and coordination role. You will report directly to the company Vice President and serve as the operational backbone of the project team. You will not be required to have a construction background — what matters most is that you are organized, proactive, detail-oriented, and capable of working independently with minimal supervision. You will not be client-facing in this role, but you will play a critical part in keeping the internal team running smoothly across multiple time zones and jurisdictions.

Key Responsibilities

1. Executive Assistance

• Support the Vice President's and PM’s calendars, schedule meetings, and coordinate across multiple time zones
• Draft, proofread, and format professional correspondence, progress reports, and presentations
• Track deliverables, deadlines and follow-ups across a wide variety of subjects and initiatives, and flag anything at risk of slipping
• Prepare meeting agendas, take minutes and follow-up on action items 
• Handle ad hoc requests and prioritize competing tasks efficiently
• Act as a reliable point of contact for internal team coordination

1. General Document Control

• Organize, maintain, and manage project and business documents across shared platforms (e.g., Microsoft Teams, Sharepoint, OneDrive)
• Ensure version control and proper filing of key documents
• Maintain document registers and filing structures using company numbering conventions (job numbers, document IDs, revision levels)
• Prepare templates, forms, and standardized documents as needed

1. Travel, Accommodation, & Miscellaneous Purchasing

• Research and book accommodation and travel for field teams and project staff in U.S. and Canada 
• Coordinate cross-border travel and logistics for crews and equipment 
• Process purchases and vendor orders once authorized by a PM or VP, and do so in the company’s ERP system of record
• Handle miscellaneous purchasing tasks and vendor coordination
• Track & enter expenses, coding each to the correct company, project and currency (CAD/USD)

1. Project Coordination Support

• Indirectly support a team of 3 Project Managers with day-to-day administrative needs
• Assist with meeting scheduling, action item tracking, and internal reporting
• Help coordinate logistics across U.S. and Canadian project operations
• Maintain organized project files and assist with status updates where needed

What We're Looking For

Experience & Skills

• 2–4 years of experience in an Executive Assistant, Administrative Assistant, or similar role
• Strong proficiency in Microsoft 365 (Outlook, Teams, OneDrive, Word, Excel)
• Excellent written and verbal English communication skills
• Proven ability to work independently, manage priorities, and meet deadlines without hand-holding
• Strong organizational skills and attention to detail
• Comfortable working across multiple projects and supporting multiple stakeholders simultaneously

• Exposure to the construction, trades, or project-based industries
• Familiarity with AI tools (e.g., Claude, ChatGPT) to enhance productivity
• Experience supporting remote or cross-border teams

Why This Role

• Work with a dynamic, growing company operating in both the U.S. and Canada
• Join a team that values efficiency, autonomy, and smart tools
• Fully remote position with stable, consistent hours
• Real opportunity to grow within the organization and take on broader responsibilities over time