Executive Assistant / Administrative Virtual Assistant (Construction & Real Estate Development)

We are looking for a highly organized, proactive, and dependable Executive Assistant / Administrative Virtual Assistant to support the daily operations of a growing construction and real estate development company.

This role is ideal for someone who thrives in a fast-paced environment and enjoys providing executive support, coordinating projects, managing documentation, and assisting with day-to-day business operations. You'll work closely with leadership to help keep projects organized, communications flowing, and operations running efficiently.

Key Responsibilities
Executive & Administrative Support
- Manage calendars, appointments, and meeting schedules
- Organize emails and prioritize communications
- Prepare reports, presentations, and business correspondence
- Coordinate meetings and follow up on action items
- Maintain organized digital files and company documentation

Operations & Project Coordination
- Support administrative tasks related to construction and real estate development projects
- Track project timelines, permits, and required documentation
- Coordinate with contractors, vendors, consultants, and internal stakeholders
- Maintain project files and monitor outstanding tasks to ensure deadlines are met

Financial & Back Office Support
- Assist with invoice processing and expense tracking
- Support bookkeeping and financial documentation
- Maintain accurate financial records and reports
- Handle confidential business and financial information with professionalism

Systems & Documentation
- Learn and utilize the company's construction management software (Premier)
- Maintain accurate project databases and documentation
- Follow established SOPs and assist in improving internal workflows
- Create and update process documentation as needed

Qualifications
- Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant
- Excellent written and verbal English communication skills
- Strong organizational, time management, and multitasking abilities
- Exceptional attention to detail
- Strong critical thinking and problem-solving skills
- Ability to prioritize tasks and work independently
- High level of integrity and professionalism when handling confidential information
- Proficiency in Microsoft Office and Google Workspace
- Quick learner with the ability to adapt to new software and systems

Preferred
- Experience supporting executives in the construction, real estate, architecture, or engineering industries
- Basic bookkeeping or accounting experience
- Experience with project coordination or document management
- Familiarity with construction management software is a plus

Interested? Please share the link to your intro video or Vocaroo highlighting your relevant experience, along with your WhatsApp number.?

Please note that applications without a Vocaroo or intro video will not be considered for the next step of the process.