Executive Operations Virtual Assistant (Construction & Real Estate)
- Executive Construction Homes - Remote (Philippines Only)
- Pay: $8–$10/hour (Based on Experience)
- Schedule: Full-Time - Must Overlap with US (EST) Hours
About the Role
To serve as the strategic hub for Executive Operations, ensuring project momentum through clear communication, organized systems, and consistent follow-through across construction, financial coordination, and legal processes. This role is designed for someone who thrives on collaboration, communication, and keeping people aligned and informed while moving work forward efficiently.
You will be the connector of people, projects, and priorities—ensuring that everyone is working together, nothing falls through the cracks, and leadership has clarity without being pulled into day-to-day noise.
Core Responsibilities
- Executive Coordination and Communication — Ensure leadership, field teams, and vendors stay aligned through proactive communication, organized scheduling, and consistent updates that keep projects moving forward.
- Project Tracking and Visibility — Maintain accurate and up-to-date project tracking in Monday.com, ensuring all stakeholders have clear visibility into timelines, progress, and next steps.
- Lender and Financial Coordination — Support communication with lenders and assist in managing the draw process to ensure smooth, timely funding and strong financial relationships.
- Vendor and Partner Collaboration — Build strong, professional relationships with vendors and partners, ensuring follow-ups are handled, expectations are clear, and work continues without delays.
- Closings and Legal Coordination — Assist with organizing and coordinating land acquisitions and closings, ensuring documentation is complete and timelines are met with minimal friction.
- Process and System Support — Help build, document, and improve systems and SOPs so the company continues to scale in an organized, sustainable way.
The Operational Rhythm (How You Keep Things Moving)
- Daily Pulse — Start each day by reviewing priorities, organizing the calendar, responding to key communications, and identifying any potential delays or issues that need attention. Maintain steady communication across teams to ensure alignment and progress.
- Weekly Rhythm — Support scheduling and coordination of key meetings, track progress across projects, assist with reporting, and follow up with vendors and partners to ensure everything is on track and moving forward.
Workflow Ownership (How Work Gets Done)
- You will help manage and support key workflows such as coordinating project updates, assisting with the draw and funding process, and ensuring communication flows smoothly between teams. You will take information from multiple sources, organize it, and ensure the right people have what they need to move forward.
- You are not expected to do everything alone—you are expected to collaborate, communicate, and ensure the process keeps moving.
Tech Stack Ecosystem
- You will work within a structured system of tools that support communication, tracking, and execution. This includes Monday.com for project tracking, Google Workspace for communication and organization, lender portals for financial coordination, and shared systems for documentation and closing processes.
Decision Rights and Ownership
- You will confidently handle day-to-day coordination, scheduling, communication, and follow-ups while keeping leadership informed. You will identify issues, gather information, and recommend solutions, while supporting leadership in executing larger decisions. Your role is to keep momentum strong by taking initiative, staying organized, and working collaboratively across all parties involved.
Who We're Looking For
- We are specifically looking for someone with strong I and S behavioral traits. You are naturally people-oriented, positive, and communicative, while also being dependable, patient, and consistent in your work. You build trust easily, work well with different personalities, and create a sense of stability and teamwork across the organization.
- You are highly resourceful and collaborative. You enjoy working with others, solving problems together, and making sure everyone feels supported and informed. You don't let things stall—you follow up, communicate clearly, and keep things moving in a professional and supportive way.
- You take pride in being organized, reliable, and someone others can count on.
Requirements
- 3+ years experience as a Virtual Assistant, Executive Assistant, or Administrative/Operations support role
- Strong English communication skills, both written and verbal
- Experience with project management or organizational tools (Monday.com, Asana, ClickUp, etc.)
- Highly organized with strong follow-through and attention to detail
- Ability to work with overlap during US business hours
Preferred
- Experience in construction, real estate, or property management
- Experience supporting teams, vendors, or client communication
- Experience working in collaborative, team-based environments
What You Get
- This is a long-term opportunity with a growing US-based company where you will be a key part of keeping operations running smoothly. You will work in a collaborative environment where communication, teamwork, and reliability are valued. There is strong opportunity for growth, increased responsibility, and compensation over time.
How to Apply
- Please include a short summary of your experience, tools you've used, an example of how you've helped keep a team or project organized, and your availability including hours and internet reliability.
We are looking for someone who enjoys being the steady, reliable connector that keeps people aligned, projects moving, and communication flowing. If that sounds like you, we'd love to hear from you.
