Executive Assistant (Job ID: SKYREG1)
IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH
About the Client:
The client is a high end construction company specializing in large scale outdoor living projects for luxury residential clients. Their work focuses on custom design, exceptional customer service, and delivering premium experiences throughout every stage of the project. With a strong emphasis on responsiveness and attention to detail, the team is looking for someone who can help maintain that level of service while supporting the company's continued growth.
About the Role:
The client is seeking a proactive and highly organized Executive Assistant to provide day to day administrative support and help streamline operations. This role will focus on managing incoming communications, coordinating internal workflows, and handling routine tasks that allow leadership to concentrate on sales, design, and strategic priorities. As the assistant becomes familiar with the business, the responsibilities will continue to expand into more complex operational support
Key Responsibilities
Communication Management
- Monitor and organize emails, text messages, and other incoming communications.
- Respond to inquiries when appropriate or route requests to the correct internal team member.
- Ensure client questions and requests are addressed promptly and professionally.
Administrative Support
- Assist with preparing and sending proposals, contracts, change orders, and other business documents.
- Manage calendars, reminders, and follow up tasks to keep projects moving efficiently.
- Help reduce the administrative workload of leadership by handling routine daily responsibilities.
Coordination and Workflow
- Coordinate with internal staff through Slack and other communication platforms.
- Connect clients with the appropriate departments for billing, warranties, service requests, and project updates.
- Keep information organized and ensure important tasks are tracked through completion.
Organization and Process Improvement
- Maintain and organize Trello boards, Google Sheets, and other operational tools.
- Help create structure and improve workflows by identifying opportunities for greater efficiency.
- Learn internal systems and gradually take ownership of additional responsibilities as knowledge of the business grows.
Client Service Support
- Contribute to maintaining a fast and responsive client experience.
- Assist with time sensitive requests and help leadership stay available for high value activities.
- Support the business with flexibility as priorities shift throughout the day.
Qualifications & Skills
Must
- Previous experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, or in a similar administrative support role.
- Excellent written and verbal English communication skills.
- Strong organizational and multitasking abilities.
- Experience using Google Workspace, including Google Sheets and Google Docs.
- Proficiency with Slack or similar communication platforms.
- Ability to work independently with minimal supervision.
- Comfortable learning new software and adapting to changing priorities.
- Availability to work full time Monday through Friday from 10:00 AM to 6:00 PM Eastern Time, with flexibility for weekend support when needed.
Preferred
- Bilingual in English and Spanish.
- Experience supporting executives or business owners.
- Experience working in the construction, home services, or project based industries.
- Familiarity with Trello.
- Experience with Buildertrend or similar construction management software.
- Experience managing client communications in a fast paced environment.
Personality Traits
- Highly organized and detail oriented.
- Strong sense of urgency and responsiveness.
- Resourceful with excellent problem solving skills.
- Quick learner who enjoys taking on new responsibilities.
- Adaptable and comfortable in a dynamic environment.
- Professional, reliable, and trustworthy.
- Strong judgment and emotional intelligence when interacting with clients and internal teams.
- Proactive mindset with a desire to create structure and improve processes.