Executive Assistant

Executive Assistant (with Quantity Surveying Background)

Remote — Full‑Time — Must Work U.S. Hours ( PST Alignment)

Role Summary:

The Executive Assistant supports senior leadership through a combination of executive administration, project coordination, and light technical quantity surveying tasks. This role is ideal for someone with a QS or estimating background who can manage calendars and communication while also reviewing drawings, preparing takeoff summaries, and supporting commercial documentation. The position requires strong judgment, confidentiality, and the ability to operate independently in a fast‑moving environment.

Key Responsibilities:

Executive Support

• Manage executive calendars, schedule meetings across multiple time zones, and coordinate internal/external appointments.
• Prepare executive briefs, meeting agendas, follow‑up notes, and action trackers.
• Draft, proofread, and format emails, proposals, presentations, and reports.
• Maintain organized digital filing systems, shared drives, and document control workflows.
• Handle confidential information with discretion and professionalism.

Quantity Surveying & Technical Support:

• Review architectural, joinery, MEP, or construction drawings to extract quantities and verify scope alignment.
• Prepare preliminary takeoffs, measurement summaries, and material quantity logs.
• Assist in compiling cost estimates, RFQs, vendor comparisons, and procurement packages.
• Support contract administration tasks such as change order logs, RFI tracking, and progress documentation.
• Coordinate with project managers, estimators, and suppliers to gather technical information.

Project Coordination:

• Track deadlines, deliverables, and project milestones; escalate risks or delays proactively.
• Maintain project dashboards, status reports, and weekly executive summaries.
• Coordinate communication between internal teams, offshore resources, and U.S.-based clients.
• Support onboarding of new clients, vendors, and team members with structured documentation.

Communication & Client Interaction:

• Serve as a professional point of contact for clients, partners, and vendors.
• Draft polished, client-ready correspondence and ensure timely follow‑ups.
• Prepare executive-level presentations and summaries for client meetings.

Required Qualifications:

• Minimum 5 years of experience as an Executive Assistant, Project Coordinator, with Sales exposure or similar role.
• Background in Quantity Surveying, Estimating, or Construction Management (minimum 2–3 years).
• Strong ability to read and interpret construction drawings and specifications.
• Excellent written and verbal communication skills.
• High proficiency in MS Office including SharePoint, Drop Box, (Excel, Word, PowerPoint), Google Workspace, and PDF markup tools.
• Strong organizational skills, attention to detail, and ability to manage competing priorities.
• Comfortable working independently with minimal supervision.
• Must be willing to work U.S. business hours (PST).

Preferred Qualifications

• Experience in high-end residential, joinery/millwork, Stone Tiling and /or interior fit‑out projects. (Pre and Post Contract)
• Familiarity with Take off estimating software (Plan Swift, Bluebeam,).
• Experience supporting C‑suite or senior leadership.
• Prior remote work experience with distributed teams.
• Certified in Go Higher Level, Seamless, Outplay

Key Attributes

• Highly reliable, proactive, and solutions‑oriented.
• Strong commercial awareness and understanding of project financials.
• Able to switch seamlessly between administrative tasks and technical QS work.
• Professional, polished communication style suitable for executive and client interaction.
• Strong sense of ownership and accountability.