JOB OVERVIEW

Our client is seeking a highly organized and proactive Assistant to the Executive Team to provide administrative and project coordination support across multiple business entities. This role works closely with executives, project managers, and internal stakeholders to manage schedules, document meetings, track action items, maintain project records, and ensure deadlines are met.

The ideal candidate has experience supporting executives or construction projects, excellent communication and organizational skills, and strong proficiency in Microsoft 365, SharePoint, and Dropbox. Experience with Procore and vendor insurance compliance is an advantage.

Schedule

• Monday to Friday, 8:00 AM–5:00 PM Eastern Time.

Responsibilities

Executive & Administrative Support

• Manage executive calendars, schedule meetings, and send reminders and invitations.
• Draft emails and follow-ups on behalf of the CEO.
• Prepare meeting agendas, minutes, summaries, reports, presentations, and briefs.
• Conduct research and coordinate domestic and international business or personal travel as requested.
• Handle general administrative tasks, including coordinating weekly Wednesday lunch orders.

Project Coordination & Follow-Up

• Attend meetings via Microsoft Teams or Zoom and document discussions, updates, decisions, and action items.
• Track project deliverables, deadlines, and commitments, following up with responsible team members.
• Coordinate communication among executives, project managers, internal teams, and other stakeholders.
• Schedule follow-up meetings and assist with project planning, proposals, presentations, and administrative tasks throughout project lifecycles.

Document & Records Management

• Organize and maintain project files, contracts, reports, and other records in SharePoint and Dropbox.
• Follow company file-naming protocols and ensure documents are properly stored, accessible, and up to date.
• Maintain document version control and support the digital filing and organization of invoices when needed.

Vendor Insurance Compliance

• Collect and track vendor and subcontractor Certificates of Insurance (COIs), ensuring renewals are received before expiration.
• Upload insurance certificates to Procore and maintain an accurate compliance log covering expiration dates, renewal requests, and correspondence.
• Coordinate with the outsourced insurance consultant to support insurance compliance and new subcontractor onboarding.

Requirements

• Previous experience in executive assistance, administration, or project coordination.
• Construction or real estate industry experience is strongly preferred.
• Experience supporting executives or project managers and coordinating project activities.
• Strong organizational, multitasking, time-management, and follow-through skills.
• Excellent written and verbal English communication skills.
• Experience preparing professional meeting minutes, tracking action items, and coordinating meetings.
• High attention to detail and the ability to manage multiple priorities independently.
• Proactive, dependable, and comfortable following up with team members to ensure accountability.

Required Software Skills

• Microsoft 365: Advanced proficiency in Outlook; working knowledge of Word, Excel, PowerPoint, and Teams.
• SharePoint: Experience organizing and managing digital documents.
• Dropbox: Experience with file storage and document management.
• Procore: Preferred, particularly for uploading and tracking vendor insurance certificates.

Independent Contractor Perks

• Permanent Work from Home
• Immediate Hiring
• Health Insurance Coverage for eligible locations

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.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.