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