Executive & Project Administrative Virtual Assistant

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

📋 Description

• Oversee calendars, appointments, reminders, and upcoming priorities.

• Participate in assigned virtual meetings and take comprehensive, organized notes.

• Monitor action items, commitments, and follow-up tasks from meetings.

• Assist in ensuring that important deadlines and responsibilities are fulfilled.

• Arrange meetings, appointments, and routine communications.

• Keep the owner organized and updated on upcoming priorities.

• Input production-report data into the company's internal project-tracking system.

• Execute recurring project data entry with accuracy and consistency.

• Support with submittals and various project documentation.

• Organize meeting records and project-related materials.

• Download, transfer, and maintain information within company systems.

• Aid the Project Manager with repetitive administrative tasks.

• Assist with additional project and operational administration as trained.

• Draft professional emails and routine project communications.

• Follow up on outstanding administrative tasks.

• Coordinate routine meetings and appointments with external contacts.

• Communicate with vendors, clients, or project contacts as directed.

• Provide proactive updates and raise questions when information or direction is unclear.

⛳️ Requirements

• Experience as an executive assistant, in administrative, or back-office support roles is required.

• Strong data-entry and documentation skills are essential.

• Experience in calendar and meeting management is necessary.

• Professional note-taking and follow-up experience is strongly preferred.

• Proficient written English skills are required.

• Experience supporting executives, project managers, or operational teams is preferred.

• Construction or project-administration experience is a plus but not mandatory.

• Ability to learn proprietary software and recurring workflows is necessary.

• Highly organized and detail-oriented.

• Proactive attitude rather than waiting for constant direction.

• Excellent written and spoken English skills.

• Strong note-taking and documentation capabilities.

• Reliable in handling repetitive, detail-sensitive tasks.

• Comfortable supporting both an owner and a Project Manager.

• Quick learner of company-specific systems and processes.

• Strong follow-through and sense of accountability.

• Proficient in Microsoft Office / Google Workspace.

• Familiarity with Calendar & Email Platforms.

• Experience with Virtual Meeting Platforms.

• Knowledge of AI / Meeting Note-Taking Tools.

• Experience with Project Tracking / Data Entry Systems – Training Provided.

• Availability for 30 contracted hours per week, Monday through Friday, during CST business hours (TBD).

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• A variety of open roles available.

• Opportunities for free training and upskilling.

• Ongoing support and guidance.

• A vibrant community always ready to assist you.

• Potential for increased contracted hours based on performance and workload.