Executive Operations Assistant (Construction/General Contracting)

Executive Operations Assistant (Construction/General Contracting)

Are you an elite-level administrator who thrives in high-stakes, fast-paced environments? We are looking for a top-tier virtual operator to partner with a busy General Contractor executive.
This isn't a "clock-in, clock-out" data entry role. We are looking for a high-speed, detail-obsessed professional who can act as the nerve center for our operations. If you have the mental agility to manage complex financial tracking, project documentation, and executive support while maintaining a New York standard of excellence, you are who we are looking for.

YOUR CORE RESPONSIBILITIES
Project Estimation & Sales Support
Generate and manage job estimates with precision and speed.
Aggressive follow-up strategy: Proactively track submitted estimates to ensure we are closing deals.
Financial Oversight & Money Management
QuickBooks Mastery: Maintain immaculate records of all transactions.
Deposit & Payment Tracking: Track client deposits against requests, monitor vendor payments, and ensure the books are always balanced.
Accountability: Reconcile what was requested, who has been paid, and identify any financial discrepancies immediately.
Operational Organization & Client Relations
Document Management: Maintain a perfectly organized Google Drive containing all invoices, estimates, and project documentation.
Compliance Monitoring: Proactively track and update all contractor insurance documentation to ensure zero lapses in coverage.
Front-Facing Communication: Act as the primary point of contact for clients and vendors, ensuring professional, timely, and solutions-oriented communication.

REQUIREMENTS
Experience: 3+ years of verifiable experience in administrative operations, virtual assistance, or executive support.
QuickBooks Proficiency: Non-negotiable. You must have a deep, functional understanding of QuickBooks (invoicing, job costing, expense tracking).
Industry Advantage: Proven track record in the Construction or General Contracting industry is a significant plus.
Elite English Proficiency: Flawless verbal and written communication. You will be representing the brand.
Operational Speed: Ability to handle multiple, shifting priorities from an executive out in the field.
Availability: 20 hours per week.

COMPENSATION & BENEFITS
Compensation: $7–$10 per hour (Based on experience and proven track record).
Reliable Payments: We pay weekly via Wise, ensuring you receive your earnings quickly and reliably.
Growth Potential: You will work directly with a high-growth executive where your operational efficiency will have a direct, visible impact on the business.

HOW TO APPLY
We value your time, and we respect our own. We only hire those who pay attention to detail.
Subject Line: Send an email with the subject: [Executive Operations Assistant - Your Full Name]
The Application: Include your resume and a brief paragraph explaining why you are the best fit for this role.
Video Introduction: Include a link (via Loom, Google Drive, or YouTube) to a 60–90 second introductory video. Do not overproduce this—we simply want to hear you speak. Briefly outline your experience with QuickBooks and managing clients/vendors.