Executive Operations Assistant – Remodeling & Construction Company (Residential & Commercial)

Summary US-based remodeling company (residential & commercial) seeking an experienced Executive Operations Assistant for a long-term, remote position. About This Role This is not a basic admin position. We are looking for someone who thrives in a fast-paced environment, can manage multiple priorities across more than one business, and takes ownership of their work without being reminded. The primary focus is supporting our building and remodeling operations, with additional support across our sister organizations as needed. We need someone who is genuinely proactive — not someone who waits to be told what to do next. In this role, you will be expected to anticipate needs, identify problems before they escalate, and take action without being asked. If you are the type of person who notices something falling through the cracks and fixes it before anyone else realizes it was a problem — that is exactly who we are looking for. If you are self-motivated, highly organized, bring energy and initiative to everything you do, and take pride in staying one step ahead — we want to hear from you. If you need constant direction, prefer a slower pace, or wait to be told what to do next — this will not be the right fit. What You Will Handle: 🏗️ Construction & Project Operations Reading and interpreting architectural, structural & MEP plans Permit submittals, tracking, and municipality follow-ups across multiple active projects Project tracking from estimating through closeout Job tracking and active follow-ups across all phases Change order and estimate-to-invoice tracking and reconciliation Bid and estimating support — preparing, formatting, and tracking proposals 🔧 Field & Vendor Support Field team and project manager support Subcontractor bid coordination across trades — HVAC, plumbing, electrical, tile, and others Material ordering, vendor coordination, and procurement follow-ups Subcontractor and vendor communication via phone, WhatsApp, and internal portals 👔 Executive & Administrative Support Direct support to company leadership across multiple business entities Calendar management, scheduling, and follow-ups Payroll support — tracking hours, verifying timesheets, coordinating across teams Lead follow-up — responding to new leads promptly and tracking estimate status Weekly meeting prep — submitting status updates covering what's done, what's blocked, and what needs a decision SOP drafting and documentation 📱 Social Media & Lead Generation Social media posting and content support across platforms Active lead generation — monitoring platforms and responding to potential clients on behalf of the company Requirements: 2+ years in remodeling, construction, or broad operational administration Confident reading architectural, structural & MEP plans Permit submittal and tracking experience Experience with subcontractor bid coordination and material ordering Payroll support experience Extremely organized, proactive, and solutions-oriented — you solve problems before they become fires Professional English communication — written and spoken Comfortable making phone calls on behalf of the company with US-based contacts Reliable internet and quiet dedicated home workspace Available 7AM–5PM PST Monday–Friday consistently Thrives in a fast-paced environment — able to pivot quickly and manage multiple priorities without dropping the ball Tools We Use: Claude AI Monday.com Houzz Pro Cognito Forms QuickBooks WhatsApp Google Workspace (Meet, Drive, Docs, Sheets, Calendar) Adobe Canva Kitchen 365 We Offer: 100% remote — work from the comfort of your home A role where your full skill set is utilized — not just answering emails In Your Proposal Include: 1. Your remodeling or construction administration experience — specific companies and project types 2. Your plan reading experience — architectural, structural, and/or MEP 3. Your permit submittal experience — jurisdictions and project types 4. Your experience with subcontractor bid coordination and material ordering 5. Your experience supporting field teams or executives remotely 6. Your comfort level with the tools listed above 7. An example of a time you managed multiple priorities in a fast-paced environment without being reminded 8. Confirmation that you are available 7AM–5PM PST Monday–Friday