Executive Assistant to Founder

About Us We are a growing U.S.-based construction consultancy specialising in contract negotiation, commercial risk management, and dispute avoidance for contractors. We're looking for an experienced Executive Assistant to become an extension of the business. This is not a traditional admin role. You'll be supporting business development, networking, operations, and executive administration. The role will begin on a ad-hoc basis with significant opportunity to grow as the business expands. Who You Are You are someone who: Is proactive rather than reactive Notices what needs doing without being asked Works quickly without sacrificing accuracy Has exceptional attention to detail Enjoys organising systems and keeping everything running smoothly Is comfortable supporting a founder and handling confidential information Key Responsibilities Business Development Support Maintain and validate target company lists Review saved Sales Navigator searches and collate target companies Verify companies meet our target market criteria Pull decision-maker leads from approved companies Send personalised LinkedIn connection requests through Sales Navigator using approved messaging Track connections, follow ups and relationship status Monitor construction networking events and identify opportunities worth attending CRM & Relationship Management Add business cards and new contacts to HubSpot Add contacts to phone contacts Add LinkedIn connections with personalised messages Maintain accurate contact records Update relationship notes and follow-up reminders Calendar & Meeting Management Manage calendar and availability Send meeting invitations Reconfirm external meetings approximately 2–3 hours beforehand Prepare client briefing notes before meetings Research and book restaurants or coffee venues for networking meetings Produce a monthly calendar overview highlighting availability and upcoming commitments Bookkeeping & Administration Upload receipts into QuickBooks Save and organise receipts within the company filing system Categorise receipts appropriately (Accounts Payable, reimbursable, pending, etc.) Create and maintain organised digital filing systems General Administration Add industry events to the calendar Maintain organised folders Keep HubSpot, trackers and records accurate and up to date Identify administrative improvements and workflow efficiencies Required Skills Previous Executive Assistant experience supporting founders or senior executives Excellent written and spoken English Strong organisational skills High attention to detail Comfortable working independently Strong business judgement Professional communication skills Preferred Experience Construction, consulting, legal or professional services HubSpot LinkedIn Sales Navigator QuickBooks Online Google Workspace Canva AI tools such as Gemini or Perplexity This Role Is Not For Junior VAs needing constant instruction Task only executors without judgment Candidates unfamiliar with supporting senior professionals Anyone uncomfortable handling confidential information To apply Please provide a 1–2 minute video introducing yourself and answering the screening questions.