Executive Assistant – Estimation, Marketing Support

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

📋 Description

• Coordinate and oversee intricate executive schedules, meetings, logistics, agendas, and follow-up tracking.

• Manage communications for executives, including correspondence, emails, messages, and requests.

• Prepare reports, presentations, proposals, and various business documents.

• Track action items, deadlines, deliverables, and project timelines.

• Organize executive travel arrangements and detailed itineraries.

• Maintain digital files, contracts, client documents, and confidential records.

• Develop and enhance administrative processes.

• Manage special projects and ad hoc assignments.

• Assist with project estimates, bids, proposals, contracts, change orders, and project documentation.

• Collaborate with estimators, project managers, subcontractors, and vendors.

• Request and monitor supplier and subcontractor quotations.

• Maintain estimating databases, pricing sheets, bid documents, and project files.

• Review project plans and specifications; ensure bid deadlines and submissions are met.

• Monitor project progress and facilitate communication between executives and field operations.

• Plan, schedule, and publish social media content across platforms including Facebook, Instagram, LinkedIn, and others.

• Create marketing materials, graphics, presentations, promotional content, newsletters, and email communications.

• Monitor engagement on social media and respond to inquiries.

• Track marketing metrics and generate monthly reports.

• Maintain website content, company profiles, and online listings.

• Coordinate project photo and video assets and support branding initiatives.

• Maintain CRM platforms, customer databases, and operational records.

• Assist in client relationship management and follow-ups.

• Conduct research on competitors, industry trends, vendors, and business opportunities.

• Coordinate interviews and manage hiring records.

• Track expenses, invoices, reimbursements, and administrative budgets.

• Collaborate with cross-functional teams to ensure effective communication and project execution.

⛳️ Requirements

• At least 3 years of experience in roles such as Executive Assistant, Senior Virtual Assistant, Operations Coordinator, Estimating Coordinator, or similar positions.

• Prior experience in construction, home services, roofing, landscaping, restoration, or related fields is strongly preferred.

• Familiarity with construction estimating processes, bid preparation, or project coordination is essential.

• Background in social media management, digital marketing, or marketing coordination is a plus.

• Excellent written and verbal communication skills in English.

• Advanced proficiency in Google Workspace and/or Microsoft Office applications.

• Experience with project management platforms like ClickUp, Asana, Trello, Monday.com, or Notion.

• Familiarity with CRM platforms such as HubSpot, Salesforce, JobNimbus, Jobber, Buildertrend, ServiceTitan, Zoho, or similar software.

• Knowledge of estimating software like PlanSwift, Buildertrend, STACK, Procore, Bluebeam, or similar tools is a strong advantage.

• Basic familiarity with Canva, Adobe Express, or other graphic design software.

• Strong organizational, analytical, and problem-solving abilities.

• Exceptional attention to detail with the capability to manage multiple priorities simultaneously.

• Ability to work independently while ensuring consistent communication with leadership.

• High level of professionalism, integrity, and confidentiality.

• Experience supporting executives, business owners, or senior leadership teams is highly preferred.

🏝️ Benefits

• Work-from-home opportunity.

• Opportunity to contribute to a growing business by enhancing efficiency and client experience.

• Supportive and collaborative work environment.