URGENT: Construction Executive Assistant (US construction experience is required

- Monitor and organize the General Manager's inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages. - Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review. - Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients. - Track unanswered messages and help ensure important communications receive timely responses. - Manage the General Manager's calendar, appointments, and deadlines during California business hours. - Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners. - Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes. - Send reminders and coordinate follow-up on commitments made during management and project-related meetings. - Maintain an organized list of the General Manager's priorities, delegated tasks, and outstanding action items. - Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed. - Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions. - Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Manager's attention. - Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records. - Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms. - Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review. - Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs. - Collect status updates from department leaders and project personnel as requested. - Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input. - Help the General Manager prepare for weekly discussions with the company President. Hard Requirements: - Prior experience in construction administration, project coordination, or executive/administrative support within a construction company. - Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings/specifications, subcontractors, trades, and trade responsibilities. - Excellent written and spoken English; professional communication and strong follow-through. - Proficiency in Microsoft Outlook, Excel, Word, and Teams; ability to manage shared files, calendars, and multiple priorities. - Strong organization, attention to detail, discretion with confidential information, and ability to work independently. - Availability and responsiveness during California business hours. - Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor. - Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools is preferred. - Exposure to general contracting, electrical contracting, commercial construction, or public works projects is preferred. - Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up. Schedule: - 40 hours per week - Monday to Friday - 7AM - 4PM Pacific Standard Time Zone Offer and Benefits: - Weeks 1–4: $5 USD/hour - Weeks 5–8: $6 USD/hour - Weeks 9 onwards: $7 USD/hour Originally posted on Himalayas