Executive Operations Assistant | Construction Industry

Position Summary
Seeking a highly organized and proactive Executive Operations Assistant to support the Vice President across multiple operational functions including Human Resources, Accounting Coordination, and Production Operations. The role serves as a centralized support function focused on communication, operational visibility, project coordination, reporting, and executive support.

Key Responsibilities
Executive Support
Support the Vice President with daily operational and administrative activities
Coordinate priorities across departments
Maintain operational visibility and reporting
Facilitate communication flow between teams
Track follow-through on key initiatives
Human Resources Support
Coordinate recruiting and onboarding activities
Schedule interviews and communicate with candidates
Maintain employee setup documentation
Support internal employee communications
Accounting Coordination Support
Assist with QuickBooks-related coordination
Organize accounting documentation
Support financial and operational reporting
Help maintain tracking systems and reporting visibility
Production and Operations Support
Maintain scheduling visibility for active projects
Coordinate production schedules and communications
Support operational continuity across teams and crews
Identify and escalate scheduling conflicts or operational blockers
Email Management
Monitor and organize executive inboxes
Prioritize incoming communications
Flag urgent and time-sensitive matters
Maintain communication responsiveness across departments

Priority Structure
Candidates must be comfortable balancing competing priorities in the following order:
Production Operations
Accounts Receivable and Financial Follow-Up
Human Resources and Administrative Coordination

Required Qualifications
Experience
Executive Assistant or Executive Support experience
Experience supporting leadership teams remotely
HR support experience
Accounting or financial administrative support experience
Experience coordinating schedules, meetings, and operational follow-ups
Skills
Strong organizational skills
Excellent time management
Ability to multitask effectively
Strong written and verbal English communication
High attention to detail
Professionalism and discretion with confidential information
Independent work capability
Strong problem-solving ability
Process improvement mindset
Ability to thrive in a fast-paced environment

Tools and Systems
Required / Preferred Exposure
QuickBooks
ServiceTitan
Google Workspace
Operational reporting systems

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$200 testimonial bonus
$500 entry monthly raffle
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