Executive Assistant ERWSAMEA)

Exciting Remote Opportunity! We're Hiring an Executive Assistant!

Are you a highly assertive, proactive professional with a knack for driving accountability and operational excellence? We are looking for an exceptional Executive Assistant to serve as the central operational backbone and ML-10 Meeting Secretary for a fast-growing construction and project estimating company in Southern California!

• Job Title: Executive Assistant
• Job : ERWSAM1EA
• Industry: Construction / Estimating
• Location: LATAM
• Job Status: Full Time
• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM Pacific Time (Assistance required after hours urdays, 2-hour call required.)
• Salary: $1800 to $2000 per month
• Target
  
  Start Date:
  
  ASAP

Our client is a fast-growing company operating within the construction, project estimating, and management support sector, serving commercial and residential clients across Southern California. Their scope includes detailed project estimating, submittal tracking, purchase order management, and administrative support services. The organization operates with a hybrid workforce comprising both office-based and remote staff. To support their rapid expansion, the company is actively formalizing KPI-driven performance management, standardized workflows, and structured accountability systems across all departments.

The role exists to professionalize the administrative, operational, and meeting functions surrounding the executive team's weekly operational cadence. This role serves as the central operational backbone to reclaim executive time and enforce company-wide accountability.

As the Virtual Executive Assistant (Operations & Accountability), acting as our internal ML-10 Meeting Secretary
, you will oversee meeting preparation and administration, action-item tracking, executive reporting, corporate compliance monitoring, intake coordination, and light financial support. Working as an independent, assertive record-keeper, you will ensure that cross-departmental commitments are met, deadlines are honored, and critical business items never slip through the cracks.

1. Departmental & Operations Meeting Management (M10 Cadence) — ~40%

• Meeting Preparation & Logistics: Drive pre-meeting readiness, manage agendas, gather pre-read materials, clarify topic priorities, and send pre-meeting reminders.
• ML-10 Meeting Secretary (Official Record-Keeper): Serve as the official secretary for assigned meetings—recording attendance, documenting key points, capturing decisions, and identifying responsible parties.
• Meeting Summaries: Standardize formats and distribute comprehensive meeting summaries within 24 hours.
• Action-Item Tracking & Follow-Up: Actively track action items, monitor unresolved items, flag delays, and follow up assertively with managers and executives.
• Urgent Escalation: Immediately escalated urgent or unresolved bottlenecks directly to executive leadership.

2. Executive Reporting & Accountability Coordination — ~20%

• Executive Dashboards: Maintain action-item trackers and consolidated accountability dashboards.
• Weekly Progress Tracking: Prepare weekly consolidated reports across all departments tracking commitments and completion rates.
• Analytical Insights: Identify trends, friction points, and delays requiring executive intervention.
• Executive Calendar & Inbox Triage: Manage calendars and Outlook inbox triage to prioritize executive time.
• Call Screening & Client Scheduling: Screen/route incoming calls and schedule meetings with external clients.

3. Corporate Administration & Compliance Tracking — ~25%

• Compliance Calendar: Maintain a centralized corporate compliance calendar across all assigned companies.
• Licensing & Renewals: Track business licenses, registrations, and regulatory compliance deadlines; produce a monthly Business License Status Report.
• Property Tax Reminders: Monitor property tax deadlines and issue structured reminders (30, 15, 7, and 2 days prior to due dates).
• Documentation Register: Maintain copies of notices and compliance documentation with monthly reviews.
• Monthly Accounting Excel Support: Update accounting spreadsheets, collect financial data/invoices, track expenses, and identify discrepancies.

4. General Office, Research & Estimating Support — ~15%

• Estimating Department Intake: Coordinate client intake requests, organizing and routing initial details.
• Research & Initial Outreach: Conduct vendor outreach and research to advance action items.
• SOP & Workflow…