Fresh Prints - Virtual Executive Assistant (Construction and/or Real Estate)
Requirements
• 5+ years of experience supporting senior executives, founders, or leadership teams in fast-paced organizations • Previous experience as an Executive Assistant, Virtual Executive Assistant, Executive Operations Coordinator, Executive Business Partner, or similar role • Demonstrated ability to manage complex calendars, shifting priorities, and competing deadlines • Strong project coordination experience with multiple concurrent initiatives • Exceptional organizational, planning, and time management skills • Outstanding written and verbal English communication skills • Strong attention to detail with excellent follow-through • Ability to anticipate executive needs and exercise sound judgment with minimal supervision • Experience handling confidential information with professionalism and discretion • Comfortable working independently in a fully remote environment • Advanced proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) • Experience using AI meeting assistants such as Fireflies or similar tools • Familiarity with project management platforms such as Asana, ClickUp, Notion, Monday.com, Jira, or similar collaboration tools • Experience supporting executives in construction, real estate, facilities, property management, engineering, architecture, or project-driven operational environments • construction, real estate, facilities, property management, engineering, architecture, or project-driven operational environments • Experience supporting executives within fast-growing startups or scaling organizations • Strong background coordinating cross-functional operational projects • Experience working with vendors, contractors, consultants, or external partners • Familiarity with workflow automation and AI-powered productivity tools • Experience managing executive travel and expense reporting • Additional Details • Additional Details • Full-Time Position • Reports directly to the VP of Services & Operations • Meaningful overlap with U.S. business hours required • Long-term opportunity with strong growth potential
Responsibilities
• Executive Calendar & Meeting Management • Own and manage the executive's calendar, balancing competing priorities while protecting strategic focus time • Coordinate meetings across multiple stakeholders and time zones • Anticipate scheduling conflicts and proactively resolve them • Prepare agendas, briefing materials, and supporting documentation before meetings • Ensure the executive is informed, prepared, and operating efficiently throughout each day • Meeting Management & Executive Follow-Up • Utilize Fireflies or similar AI-powered meeting assistants to capture meeting transcripts • Convert discussions into concise summaries, action items, and executive briefs • Organize documentation and meeting records across internal systems • Track follow-ups, commitments, and deadlines to ensure timely completion • Drive accountability by following up with stakeholders on outstanding action items • Inbox & Executive Communications • Manage and prioritize incoming email communications • Draft professional correspondence on behalf of the executive • Identify urgent matters requiring immediate attention • Maintain a highly organized inbox and ensure timely responses • Support clear communication across internal teams, external partners, and leadership • Project Coordination & Operational Support • Coordinate multiple operational initiatives simultaneously while tracking progress against deadlines • Maintain project trackers, timelines, and priority lists • Monitor milestones and proactively identify risks or blockers • Coordinate with cross-functional teams, vendors, consultants, and external partners • Prepare executive status updates, reports, and project summaries • Ensure action items remain on schedule and stakeholders remain aligned • Travel & Expense Management • Coordinate domestic travel arrangements, including flights, accommodations, transportation, and itineraries • Manage schedule changes and travel adjustments as needed • Maintain organized travel documentation and itineraries • Process and reconcile expense reports and receipts • Ensure compliance with company policies and reporting requirements • Executive Operations & Administrative Support • Support weekly planning, prioritization, and operational planning sessions • Organize documentation, trackers, and executive resources • Manage recurring administrative processes and reminders • Serve as a trusted operational partner for executive support and coordination • Continuously improve workflows and identify opportunities to increase operational efficiency
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