Mid-Level / Senior Executive Assistant

Job Description:

The owner is looking for someone who is “athletic” in the sense that they can become his “right hand” in helping support the daily activities while also focusing on improvement projects such as updating the website, initiating some marketing emails, creating a customer database etc.

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

    • Answering calls, including scheduling meetings and answering questions
    • Email management – reviewing daily incoming emails
    • Creating proposals and invoices
  • Scheduling meetings and calendar management
  • Interfacing with key staff members and clients
  • Updating CRM (Hub Spot) and MS Outlook
  • Attending zoom meetings and taking notes
  • Updating internal reports and SOP’s
  • Assisting with projects as directed
  • Assisting with travel


Projects To Be Implemented:

  • Restarting DocuSign which allows clients to sign documents electronically
  • Help reducing the amount of clients that have “past due” balances via:
    • Revising payment terms in proposals
    • Incorporate “retainer/deposit” for new clients
    • Creating templated emails for following up on payments
    • Creating links within emails to pay via cc to accompany proposals
  • Create SOP’s (Standard Operating Procedures) for all processes – this will ensure contingency and easy transition for future tasks
  • Creating a data base of all customers (either in Quick Books, or in a new CRM like Hub Spot
  • Marketing – help create / improve Brand Awareness by updating the website, posting past jobs on google maps, preparing a quarterly newsletter


Key Qualifications:

  • 4-8 years of work experience, including 3+ years assisting an executive/owner in the US
  • Experience with Surveying, Construction, Real Estate a plus
  • Computer/online savvy. Ability to use a variety of online applications including: Zoom, Google Suite and Office 365 tools (including Outlook).
  • Experience with Marketing (updating website, creating newsletters and social media posts) a plus
  • Experience with Accounting/Bookkeeping and/or Quick Books is a “nice to have”
  • Intermediate skill for PC using google apps, Microsoft Office (Excel, Word, Power Point), and email tools.
  • Strong Written and Oral English + interpersonal skills to communicate effectively
  • Ability to problem solve
  • High ability to “Get Stuff Done” and “Figure It Out”
  • Fast learner (i.e., quick “pick up”)
  • Strong attention to detail / highly organized
  • Committed to growth and learning
  • Reliable, and willing to work “night shift” in Philippines

Ready to be part of our team?

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