Executive Assistant

This is a fully remote position, open to applicants in United States, +2 more countries.

📋 Description

• Act as the primary operational partner and right hand to the CEO.

• Oversee pre-construction bid pipelines and check subscribed bid boards on a daily basis.

• Discover, evaluate, and highlight relevant commercial opportunities.

• Maintain the central bid log in real-time, monitoring opportunities, statuses, submission dates, and results.

• Organize and record mandatory bid walkthroughs, site visits, and submission deadlines.

• Assemble specification documents, architectural plans, and bid packages into organized project folders.

• Track and verify compliance documents for subcontractors, including COIs, W-9s, and signed contracts.

• Keep change order logs updated, monitor RFIs, and refresh project status spreadsheets.

• Manage the owner's inbox, flagging urgent matters and ensuring effective communication.

• Draft responses to inquiries, vendor updates, and follow-ups in the owner's voice.

• Coordinate regular communications with trade partners, suppliers, and subcontractors.

• Utilize Google Gemini, ChatGPT, or Claude to assess specification documents, review proposals, and compose correspondence.

• Monitor active bids, due dates, and pending action items.

• Document and structure internal bidding workflows, daily processes, and administrative routines.

• Protect the owner’s calendar for site visits and critical decision-making.

• Provide general administrative assistance as needed.

⛳️ Requirements

• C1 English level is mandatory; the chosen candidate must communicate exclusively in English during their shift.

• Impeccable written and spoken English with a clear, comprehensible voice and minimal accent for professional interactions with clients and vendors.

• Proficient in Google Workspace (Gmail, Docs, Sheets, Drive).

• Comfortable using generative AI tools, particularly Google Gemini, ChatGPT, or Claude.

• Outstanding organizational skills with a keen awareness of strict bid deadlines, necessary meetings, and document precision.

• Strong knowledge of standard construction documentation, including blueprints, architectural specifications, addenda, and RFIs.

• Self-motivated individual who offers solutions and proactive updates without needing detailed direction.

• Conversational or fluent Spanish is highly preferred.

• Experience in construction operations.

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Opportunities for professional development and career advancement.

• Supportive and innovative work environment.

• Flexible work arrangements to promote work-life balance.