Executive Assistant to CEO (Construction & Real Estate Companies)

Position Overview You will work directly with the CEO and leadership team to manage daily operations, coordinate projects, maintain schedules, communicate with vendors and subcontractors, organize databases, and assist with a wide variety of business-related tasks. The ideal candidate is proactive, highly organized, resourceful, detail-oriented, and comfortable managing multiple projects simultaneously. Key Responsibilities Executive Support Manage CEO calendar and scheduling Coordinate meetings, appointments, and travel arrangements Screen and prioritize emails Draft and send professional correspondence Follow up on outstanding tasks and action items Maintain organized digital filing systems Construction Operations Support Contact vendors and subcontractors for estimates and pricing Schedule subcontractors and coordinate project activities Follow up on permits, inspections, and project deadlines Track project progress and maintain status reports Coordinate communication between project managers, vendors, and office staff Real Estate & Administrative Support Organize and update CRM databases Manage lead tracking and follow-up systems Research properties, vendors, and service providers Prepare reports, spreadsheets, and presentations Assist with marketing and client communications when needed General Administrative Duties Make outbound and inbound phone calls Schedule appointments and meetings Data entry and database management Document preparation and organization Process and track tasks across multiple companies Required Qualifications Exceptional English speaking and writing skills Reliable high-speed internet connection Quiet and professional work environment Minimum 3 years of Executive Assistant, Operations Coordinator, Project Coordinator, or Administrative Management experience Strong organizational and time-management skills Ability to manage multiple projects simultaneously Excellent follow-up and communication skills Strong problem-solving ability Highly detail-oriented Self-motivated and able to work independently Preferred Qualifications Experience with any of the following is a plus: Construction industry Real estate investing Property management CRM systems Google Workspace Microsoft Office Buildertrend JobTread GoHighLevel Monday.com Asana Trello QuickBooks What Success Looks Like The successful candidate will: Keep the CEO organized and focused on high-value activities Ensure projects and tasks move forward without constant supervision Maintain accurate records and databases Improve operational efficiency across multiple companies Communicate professionally with vendors, subcontractors, clients, and team members Anticipate problems before they occur and proactively solve them Application Instructions To apply, please submit: Resume Cover Letter Short video introduction (2–3 minutes) Internet speed test screenshot List of software platforms you have experience using In your application, include the phrase: "I am highly organized and detail-oriented." Applications that do not include this phrase may not be considered. We are looking for a long-term team member who can grow with our companies and become a key part of our organization.