We are seeking a proactive, highly organized Executive Assistant to support the owner and senior project manager with daily operations, communication, and project coordination. The ideal candidate is sharp, tech-savvy, and able to manage multiple priorities, follow up independently, and ensure nothing falls through the cracks.
Key Responsibilities
Manage the inbox by responding to emails, flagging important items, and following up on outstanding matters.
Collect and organize job information, including photos, videos, recordings, bids, and project updates, using AI tools to create clear records and next steps.
Coordinate communication between field teams, the office, pricing, clients, vendors, and finance.
Track deadlines, commitments, and outstanding tasks across active jobs until completion.
Support the senior project manager with daily priorities, field needs, pricing, and documentation.
Manage what reaches the owner and build an organized system for the owner's calendar.
Keep ClickUp, CompanyCam, and reporting systems updated, including preparing daily operational updates.
Use AI tools to improve workflows, organize information, and support daily operations.
Requirements
Several years of operations experience and a natural ability to keep things organized and moving.
Sharp, proactive, and able to work quickly under pressure.
Strong follow-through and the ability to manage multiple tasks independently.
Comfortable holding people accountable and securing firm deadlines.
Highly organized, detail-oriented, and skilled at identifying missing information.
Comfortable using AI tools in daily work and eager to find ways to improve processes.
Excellent written communication skills and professional judgment.
Discreet and trustworthy when handling sensitive information.
Tech-savvy and quick to learn new systems.
Construction or contracting experience is a plus but not required.
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