Executive Assistant

Employer based in · Remote

Hiring talent from: all countries

• Executive Assistant (VA1)• Project Management Software (JobTread) and Construction-Related Tasks• Review and update project schedules in JobTread. • Enter and maintain accurate project data in the system. • Communicate with homeowners and subcontractors via JobTread (emails and occasional calls). • Flag schedule conflicts and lead time risks before they escalate. • Track selections and ensure timely ordering of materials:• Review calendars, schedules, and job details. • Check the selection sheets/cut sheets provided by owners. • Create and maintain a list of items to be ordered. • Identify vendors (Home Depot, Lowes, specialty suppliers). • Place and track orders to ensure arrival before rough‑in or finish work. • Confirm delivery timelines to align with project start dates. • Gather and distribute spec sheets (PDFs) to trades:• Locate cut sheets/specs online. • Upload files into JobTread. • Email to trades and follow up the next day to confirm receipt/questions. • Upload plans and PDFs into the JobTread plans section. • Maintain organized project files and ensure missing documents are added promptly. • Email Management• Review and prioritize incoming emails daily. • Remove spam and irrelevant messages. • Prepare a daily summary list of emails for the owner. • Basic Bookkeeping• Download invoices and payment requests for review. • Complete invoice forms per job instructions and upload to the JobTread portal. • Mark invoices appropriately. • Enter invoices as bills in the system. • Scheduling and Calendar Management• Build and maintain the owners daily schedule. • Block dedicated time for invoice review and other priorities. • SOP Development and Process Improvement• Review existing SOPs for accuracy and completeness. • Assist in writing and improving SOPs to prevent missed steps. • Develop new SOPs that demonstrate full understanding of processes. • Social Media Management• Organize job site photos provided by the owner. • Post photos with captions (AI refinement optional for captions, no photo editing required). • Maintain a consistent posting schedule across TikTok, Facebook, and Instagram. (not a creative task, does NOT include graphics and video editing) • Monitor engagement and notify the owner of activity.• Track Facebook notifications and identify potential leads from social media or website submissions, and notify Allen. • Experience and Proficiency• Excellent English communication skills (written and verbal) • Should have admin support experience either from a corporate set-up or as a VA **IMPORTANT • Having experience in the construction industry is considered a huge plus • Having experience using any CRM management tool, preferably JobTread • Should be well-versed in using Microsoft 365 or Google Workspace • Personality Requirements• Organized • Resourceful • Self-Starter / Independent • Detail-Oriented • Outgoing / Personable • Strong Communicator • Adaptable / Flexible • Engaged Talent Aligned Collaboration Hours• Monday to Friday, 9:00 AM to 11:00 PM CST (10 hours per week) • Part-time role to start (10 hours per week), and could grow into 20 hours per week depending on client needs • Engagement Compensation• $4 and up/hr. -** open for Experienced & Corporate-experienced talents only • Engaged Talent Communication• Work Email • WhatsApp • Engaged Talent Commencement Date• ASAP • Final Alignment Session Schedule• Wednesday, 11th of February at 9:00 AM CST • Onboarding Call Recording Link - Part 1 • Onboarding Call Recording Link - Part 2 Schedule notes: • Wednesday, 11th of February at 9:00 AM CST