Executive Assistant (Job ID: MARSAM2EA)

About the Client:

Our client is an established US-based commercial construction firm specializing in bidding on and executing mid-to-large-scale commercial projects. With a long-standing reputation in the industry, the company relies on strong trade/subcontractor relationships, precise project timing, and rigorous bid evaluations to sustain steady business growth. 

About the Role:

As Executive Assistant and Operations Coordinator, you will act as the CEO's primary operational partner and "right hand." Working alongside Inside Out’s integration framework, this role goes beyond traditional admin work. You will manage pre-construction bid pipelines, streamline executive communications using AI tools, maintain operational SOPs, and protect the CEO's focus time. 

Key Responsibilities

1. Bid & Pipeline Management (Primary Focus)

• Daily Bid Board Monitoring: Review subscribed bid boards daily to identify, screen, and flag matching commercial opportunities early. (Checking daily is critical—missing a day means missing bids).
• Walkthrough & Deadline Scheduling: Coordinate and log mandatory bid walkthroughs, site visits, and submission deadlines without overlap.
• Spec & Folder Organization: Compile specification documents, architectural plans, and bid packages into clean, structured project folders.

2. Inbox & Communication

• Inbox Triage: Monitor and clear the owner's inbox daily, flagging urgent items and maintaining clear communication.
• Drafting Replies: Draft inquiry responses, vendor updates, and follow-ups in the owner’s voice.
• Subcontractor Coordination: Handle routine back-and-forth communication with trade partners, suppliers, and subcontractors.

3. AI & Operational Support

• AI Tool Integration: Use AI tools (specifically Google Gemini, ChatGPT, or Claude) daily as a thinking partner to evaluate spec documents, review proposals, and draft correspondence faster.
• Workflow & Deadline Tracking: Maintain a clear, live view of active bids, due dates, and outstanding action items.
• SOP & Process Documentation: Keep internal bidding workflows, daily procedures, and administrative routines documented and organized.
• Executive & Life Admin: Safeguard the owner's calendar for site visits and high-level decision-making, helping with general administrative needs as requested.

Qualifications & Skills

• Communication (Non-Negotiable): Flawless written and spoken English with a clear, easy-to-understand voice and minimal accent for professional client and vendor calls.
• Bilingual Proficiency (Strong Plus): Conversational or fluent Spanish is highly preferred to assist with Spanish-speaking subcontractors and field teams.
• Tech & AI Savvy: Proficient in Google Workspace (Gmail, Docs, Sheets, Drive) and comfortable leveraging generative AI tools (Gemini, ChatGPT, Claude) to increase daily productivity.
• Detail & Deadline Driven: Exceptional organization skills with acute awareness of strict bid deadlines, mandatory meetings, and document accuracy.
• Problem Solver: A self-starter who brings solutions and proactive updates rather than needing step-by-step direction.