Job Overview

The Executive Assistant provides administrative and operational support to the executive team overseeing multiple entities. This role serves as a central point of contact for day-to-day administrative functions, helping the team stay organized, on schedule, and operationally efficient.

Work Schedule: 40hrs per week, Monday to Friday, 8:00am to 5:00pm Eastern Time (New York)

Responsibilities:

Administrative Support

• Manage executive calendars, schedule meetings, and provide reminders

• Maintain ongoing task lists and follow up on outstanding items as needed

• Draft emails / follow-ups for CEO

• Prepare meeting agendas and summaries as requested

• Draft, format, produce & distribute reports, presentations, and briefs utilizing software such as Excel, PowerPoint, Word, etc.

• Conduct research as requested by the executive team

• Follow the procedure for naming and filing electronic files, and maintain electronic files on SharePoint

• Research and book domestic and international travel for business and personal travel as requested

• Collect (using Loop) & place lunch orders for Wednesday lunches.

Team & Operations Support

• Serve as the administrative point of contact for internal team members

• Assist with company meeting preparation, including agendas, reminders, sending, and updating invitations

• Assist with scheduling meetings

Insurance Compliance

• Own the tracking and collection of vendor insurance certificates (COIs), ensuring renewals are received and filed prior to expiration

• Upload COIs to Procore

• Maintain an up-to-date COI compliance log for all vendors and partners, tracking expiration dates, renewal requests, and correspondence history to ensure continuous coverage and zero lapses incompliance

• Manage relationship with outsourced insurance consultant and work with them for onboarding new subcontractors

• On occasion, support the Controller with digital filing, logging, and organization of invoices Time Sheets

• Collect and log employee timesheets entering data into detailed project time tracker

• Follow up with employees who have not submitted time sheets

Requirements

• Prior experience in an executive assistant or administrative support role

• High level of organization and attention to detail

• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint, PowerPoint)

• Ability to manage multiple priorities across team members

• Experience in real estate, construction, or development a plus

Technical Requirements 

• Microsoft 365 / SharePoint · Procore · QuickBooks Online

Independent Contractor Perks

• Permanent work from home

• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.