Overview:
We are a growing construction consulting and project management business that helps homeowners navigate the construction and permitting process from start to finish. Our mission is to simplify complex projects by providing expert guidance, coordination, and support throughout every stage of the construction journey. As our business continues to grow, we are seeking a highly organized Executive Assistant who can take ownership of administrative operations, project coordination, scheduling, and documentation management, allowing leadership to focus on client relationships, business development, and project oversight. The Executive Assistant will serve as the operational backbone of the business, managing administrative functions, project documentation, scheduling, invoicing, and client follow-up activities. The ideal candidate is highly organized, proactive, adaptable, and comfortable working in a fast-paced construction environment where priorities can shift frequently. This role requires someone who can keep projects organized, ensure deadlines are met, and provide consistent support across multiple ongoing construction and permitting projects.
Schedule:
- Part-time (Approximately 25-30 hours per week)
- Primarily during standard business hours
- Flexibility to accommodate occasional evening meetings or schedule changes when required
Key Responsibilities:
Executive & Administrative Support
- Manage calendars, appointments, and meeting schedules.
- Coordinate client meetings, vendor meetings, and project-related appointments.
- Organize and maintain digital files, records, and documentation.
- Convert notes, voice messages, and discussions into actionable tasks.
- Track deadlines and ensure timely completion of administrative responsibilities.
Project Coordination
- Assist with permit applications, project documentation, and construction-related paperwork.
- Monitor project milestones and follow up on outstanding items.
- Coordinate communication between clients, municipalities, consultants, and contractors.
- Maintain project trackers and status reports.
- Ensure all documentation is properly organized and accessible.
Client & Vendor Communication
- Follow up with clients regarding project updates and requirements.
- Coordinate information requests and document collection.
- Schedule inspections, meetings, and project-related activities.
- Maintain professional communication with stakeholders.
Invoicing & Financial Administration
- Create and manage invoices through QuickBooks.
- Track payments and maintain accurate financial records.
- Assist with basic bookkeeping and administrative accounting tasks.
- Support documentation for project billing and reporting.
Construction Documentation Support
- Review blueprints, plans, and construction documents.
- Assist with document organization and version control.
- Maintain records of permits, approvals, inspections, and project milestones.
- Support leadership with project preparation and coordination tasks.
Required Qualifications:
- Minimum 2 years of Executive Assistant, Project Coordinator, or Administrative Assistant experience.
- Strong organizational and time-management skills.
- Experience managing calendars and coordinating multiple priorities.
- Experience with QuickBooks or similar accounting software.
- Excellent written and verbal English communication skills.
- Strong attention to detail and accuracy.
- Ability to work independently and proactively.
- Comfortable adapting to changing priorities and schedules.
Preferred Qualifications:
- Construction, architecture, engineering, or property development experience.
- Ability to read and interpret blueprints and construction plans.
- Experience with permitting, project coordination, or construction administration.
- Familiarity with project management software and workflow systems.
Success Metrics:
Within the first 30-60 days, success will be measured by:
- Administrative tasks are completed accurately and on time.
- Calendar management and scheduling are handled with minimal oversight.
- Project documentation is organized, current, and easily accessible.
- Client and vendor follow-ups are completed consistently.
- Invoices and financial records are maintained accurately.
- Project deadlines and outstanding items are proactively tracked.
- The owner experiences a measurable reduction in administrative workload.
