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:

1. Production Operations


2. Accounts Receivable and Financial Follow-Up


3. 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