Executive Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Act as the primary operational support and ML-10 Meeting Secretary for the executive team.

• Organize meetings, manage agendas, collect pre-read materials, clarify priorities, and send out reminders.

• Document attendance, key discussion points, decisions made, and responsible parties during assigned meetings.

• Standardize and distribute meeting summaries within a 24-hour timeframe.

• Monitor action items, track unresolved issues, flag delays, and follow up with managers and executives.

• Escalate urgent or unresolved bottlenecks to executive leadership.

• Maintain action-item trackers and consolidated accountability dashboards.

• Generate weekly consolidated departmental progress reports to track commitments and completion rates.

• Identify trends, friction points, and delays that necessitate executive intervention.

• Manage executive calendars and triage Outlook inboxes.

• Screen incoming calls and schedule meetings with external clients.

• Maintain a centralized corporate compliance calendar.

• Track business licenses, registrations, regulatory deadlines, and produce monthly Business License Status Reports.

• Monitor property tax deadlines and issue reminders 30, 15, 7, and 2 days before due dates.

• Keep compliance documentation and notices updated with monthly reviews.

• Update accounting spreadsheets, gather financial data and invoices, track expenses, and identify discrepancies.

• Coordinate client intake requests for the estimating department.

• Conduct outreach to vendors and perform research.

• Document standard operating procedures (SOPs) and administrative workflows.

• Draft executive presentations, coordinate signatures, and manage related project tasks.

⛳️ Requirements

• C1 English proficiency is required; the selected candidate will communicate exclusively in English throughout their shift.

• A minimum of 3 years of experience as an Executive Assistant, Operations Coordinator, or Administrative Project Manager supporting senior leadership.

• Professional fluency in English is mandatory.

• Proficiency in Spanish is highly preferred.

• Experience in supporting operations in construction, trades, or estimating is strongly desired.

• A proven history of thorough pre-meeting preparation, agenda creation, and secretarial record-keeping.

• Exceptional organizational abilities to identify patterns, delays, and inconsistencies.

• A strong sense of urgency and the capability to treat deadlines as non-negotiable commitments.

• A friendly yet assertive demeanor with the ability to represent ownership effectively.

• High levels of assertiveness and confidence to follow up diligently and enforce accountability.

• A proven track record of managing confidential corporate and financial information with the utmost discretion.

• Ability to anticipate the needs of executives and work independently.

• Advanced skills in Microsoft Office (Excel, Outlook, Teams, Word).

• Comfort with AI-driven productivity tools such as ChatGPT and daily AI reporting software like Cadence AI.

• Experience with digital tracking systems, phone/extension routing systems, and payment/payroll platforms such as Cadana.

• Must submit an English audio or video recording with the application.

• Must upload a screenshot of an internet speed test with the application.

• Must provide a portfolio link that excludes contact information.

🏝️ Benefits

• Opportunity for remote work.

• Occasional assistance required after hours.

• Two-hour call required on Saturdays.