Offer summary

Qualifications:

3+ years of experience in an executive assistant, administrative, or project coordination role, preferably in construction or real estate., Proficiency in Microsoft Office Suite, Google Workspace, and project management software like Trello or Asana., Strong verbal and written communication skills with a focus on professionalism., Ability to prioritize tasks and manage time effectively in a fast-paced environment..

Key responsabilities:

Manage executive calendars, schedule meetings, and handle email correspondence.

Track project timelines, assist in preparing project documents, and communicate with clients and subcontractors.

Act as a liaison between executives and clients, drafting professional emails and taking meeting minutes.

Assist in financial management tasks, including managing invoices and basic bookkeeping.

Job description

This is a remote position.

Job Highlights:

40 hours / week
Monday to Friday, 8 AM to 5 PM Sandy Spring, MD Time with 1 hr unpaid break

Key Responsibilities:

1. Administrative Support:

Manage and organize executive calendars, scheduling meetings, and appointments.
Handle email correspondence, prioritize messages, and respond on behalf of executives when necessary.
Prepare reports, presentations, and other business documents.
Organize and maintain digital files, ensuring accessibility and confidentiality.
Assist in travel arrangements, including booking flights, accommodation, and transportation.

2. Project Coordination & Operations:

Track project timelines and deadlines, ensuring tasks are completed on schedule.
Assist in preparing bids, contracts, and other project-related documents.
Communicate with subcontractors, vendors, and clients to coordinate project details.
Maintain records of permits, licenses, and compliance documentation.
Conduct research and gather data to support decision-making.

3. Communication & Client Relations:

Act as a point of contact between executives, employees, clients, and subcontractors.
Draft and send professional emails, proposals, and follow-ups.
Take meeting minutes and distribute action items.
Assist in handling customer inquiries and addressing concerns professionally.

4. Financial & Office Management:

Assist in managing invoices, expense reports, and budget tracking.
Handle basic bookkeeping tasks and liaise with accounting teams.
Manage subscriptions, software licenses, and office supplies.
Prepare and send purchase orders or payment requests.

Required Skills & Qualifications:

Experience: 3+ years in an executive assistant, administrative, or project coordination role (preferably in construction, real estate, or a related field).
Technical Skills: Proficiency in Microsoft Office Suite, Google Workspace, project management software (e.g., Trello, Asana, Procore), and CRM tools.
Communication: Strong verbal and written communication skills.
Time Management: Ability to prioritize and multitask efficiently in a fast-paced environment.
Problem-Solving: Strong analytical and decision-making skills.
Confidentiality: Ability to handle sensitive business information with discretion.