Executive Assistant – Construction Operations, Business Development Support

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

📋 Description

• Provide daily executive assistance to company leadership, facilitating the management of priorities, schedules, tasks, and follow-up items.

• Monitor critical deadlines, commitments, and action items.

• Organize operational queries, issues, and requests, ensuring proper follow-through.

• Prepare daily or weekly updates detailing completed tasks, outstanding items, obstacles, and next steps.

• Coordinate operations related to construction, electrical work, generators, and field services.

• Maintain records pertaining to projects, customers, vendors, leads, and operational tasks.

• Facilitate communication among leadership, office staff, subcontractors, vendors, and external partners.

• Keep project trackers, checklists, documentation, and workflow systems organized.

• Assist in the creation and enhancement of processes.

• Track sales opportunities, leads, and follow-up activities.

• Monitor unresolved leads and ensure timely follow-up.

• Support appointment-setting and lead-generation initiatives.

• Maintain updates in the CRM system, including sales notes, pipeline information, and follow-up records.

• Assist with business development efforts, partnerships, growth opportunities, research, and expansion action plans.

• Develop, update, and maintain standard operating procedures (SOPs), checklists, templates, and repeatable workflows.

• Identify and implement enhancements to organization, communication, accountability, and operational efficiency.

• Utilize AI tools, automation platforms, and productivity software to minimize repetitive tasks.

• Assist in the documentation and organization of company knowledge.

• Coordinate meetings, reminders, follow-ups, and internal communications.

• Maintain orderly files, documents, notes, and business records.

• Assist with research, reporting, and preparation of materials for leadership.

• Communicate professionally with customers, vendors, partners, and internal team members.

• Uphold confidentiality when managing company information.

⛳️ Requirements

• Experience as an Executive Assistant, Operations Assistant, Project Coordinator, Construction Administrator, or a comparable support role.

• Preferred experience in a construction, trades, home services, electrical, generator, or field-service company.

• Strong written and verbal communication skills in English.

• Excellent organizational abilities with keen attention to detail.

• Capability to manage multiple priorities and ensure tasks progress smoothly.

• Strong follow-up skills with the ability to hold processes accountable.

• Ability to work independently, make decisions, and take ownership of responsibilities.

• Comfortable collaborating with sales teams, contractors, vendors, and operational partners.

• Proficient in organizing information and converting broad ideas into actionable steps.

• Professional, dependable, and trustworthy with sound judgment.

• Prior experience supporting a construction company, contractor, or home service business is preferred.

• Knowledge of construction workflows, project coordination, estimating, scheduling, or customer communication is preferred.

• Experience with CRM systems, lead tracking, or sales pipelines is preferred.

• Familiarity with coordinating marketing agencies, appointment setters, or lead-generation partners is preferred.

• Experience in creating SOPs, process documentation, and operational systems is preferred.

• Familiarity with AI and automation tools such as ChatGPT, Claude, Zapier, or similar platforms is preferred.

• Experience supporting companies during periods of growth or expansion is preferred.

• Ability to work 40 hours per week, Monday to Friday, night shift - PH time.

🏝️ Benefits

• Work-from-home opportunity.

• Chance to contribute to a growing business by improving efficiency and client experience.

• Supportive and collaborative work environment.

• Paid training.