Executive Assistant

Position Type: Full-Time, Remote
Working Hours: U.S Business Hours

About the Role

We’re looking for a highly organized and proactive Executive Assistant to support leadership and day-to-day operations in a construction and restoration business. This role goes beyond calendar management and general administration. You’ll help coordinate projects, manage documentation, communicate with clients and vendors, and ensure leadership and field teams have the information they need to keep work moving.

The ideal candidate is detail-oriented, comfortable managing competing priorities, and confident taking ownership of tasks from start to finish without constant supervision.

What You’ll Own

Calendar & Executive Support

• Manage the executive’s calendar, including appointments, site visits, and internal meetings.
• Identify scheduling conflicts and resolve them proactively.
• Review incoming emails and messages, prioritize urgent items, and prepare responses when needed.
• Ensure leadership has the information and updates required to make timely decisions.

Communication & Correspondence

• Serve as a primary point of contact for calls, emails, and messages directed to leadership.
• Draft professional responses and route inquiries to the appropriate team members.
• Maintain clear communication with internal teams and external stakeholders.
• Follow up on outstanding requests to ensure timely resolution.

Construction Administration & Documentation

• Organize and maintain construction-related documents, including subcontractor agreements, permits, change orders, and work orders.
• Keep project files accurate, organized, and up to date.
• Maintain document versions and ensure the field team can access current information.
• Support document preparation and signature collection as needed.

Vendor & Subcontractor Coordination

• Track vendor relationships and follow up on bids, invoices, and outstanding paperwork.
• Ensure subcontractor agreements and current insurance certificates are on file.
• Coordinate schedules and communicate updates to relevant stakeholders.
• Follow up on missing documents and pending approvals.

Job Tracking & Reporting

• Maintain project status logs and update leadership on progress, timelines, and outstanding items.
• Track open tasks, deadlines, and potential bottlenecks.
• Flag delays or issues early and follow through until they are resolved.
• Keep project information accurate and accessible for decision-making.

Client & Customer Communication

• Coordinate scheduling, project updates, and follow-ups with homeowners and commercial clients.
• Communicate professionally and ensure clients receive timely information.
• Route questions or concerns to the appropriate team members.
• Help maintain a smooth and organized client experience throughout each project.

General Administrative Operations

• Handle data entry, document preparation, expense tracking, and other administrative tasks.
• Maintain accurate records and handle sensitive information with discretion.
• Manage recurring administrative responsibilities independently.
• Identify opportunities to improve workflows and keep daily operations organized.

Required Experience & Skills

• Previous experience as an Executive Assistant, Administrative Coordinator, Operations Assistant, or in a similar support role.
• Strong written and spoken English communication skills.
• Proficiency in Google Workspace or Microsoft 365.
• Ability to manage multiple priorities, track outstanding tasks, and meet deadlines independently.
• Strong organizational skills and exceptional attention to detail.
• Ability to communicate professionally with executives, clients, vendors, and internal teams.
• Good judgment when handling confidential information and sensitive documents.
• Ability to learn new software, systems, and processes quickly.

Nice to Have

• Experience supporting a construction, restoration, or field-service business.
• Familiarity with construction documents such as contracts, lien waivers, certificates of insurance, permits, and change orders.
• Experience coordinating vendors, subcontractors, project schedules, or field teams.
• Experience maintaining project trackers and operational reports.

What Makes You a Strong Fit

• You communicate proactively and flag unclear, delayed, or off-track items before they become bigger problems.
• You take ownership of tasks from start to finish without needing constant reminders.
• You catch errors in schedules, records, and documents because accuracy matters to you.
• You can adapt quickly when priorities change or processes are not clearly defined.
• You collaborate well with leadership and field teams and understand the importance of reliable administrative support.
• You look for practical ways to improve recurring tasks, documentation, and workflows.
• You remain organized and responsive in a fast-moving remote environment.

What Success Looks Like

• Leadership calendars, communications, and priorities are managed smoothly.
• Project documentation is accurate, organized, and readily accessible.
• Vendor and subcontractor paperwork is collected and maintained on time.
• Project trackers reflect current progress, outstanding tasks, and potential delays.
• Clients and internal teams receive clear, timely communication.
• Administrative tasks are completed accurately, with minimal supervision and consistent follow-through.

Typical Day

You’ll begin by reviewing the executive’s calendar, emails, and messages, identifying urgent requests and decisions. Throughout the day, you’ll update project trackers, confirm subcontractor schedules, follow up on missing insurance certificates, prepare change orders, and coordinate with the field team on active jobs.

You’ll also manage vendor follow-ups, communicate with clients, maintain project files, and handle general administrative tasks. Since construction and restoration work can change quickly, you’ll need to stay responsive, organized, and proactive as priorities shift.

Interview Process

1. Application Review
2. Spark Hire Intro Video
3. Client Interview
4. Offer & Onboarding