Project Manager / Executive Assistant (Remote - Full Time

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: TYPE OF WORK

Full Time

: SALARY

800-1100

: HOURS PER WEEK

42

: DATE UPDATED

Sep 29, 2025

JOB OVERVIEW

Job Title: Project Manager / Executive Assistant (Remote - Full Time)
Company: Stout Design Build
Location: Remote (U.S.-based company – Pacific Time)
Salary: $800–$1,200/month (based on experience)
Work Hours: 8am – 5pm PST, Monday to Friday

About Us:
Stout Design Build is a high-end design and construction firm based in California, specializing in custom homes, luxury landscapes, pools, and outdoor living environments. With licenses in General Contracting (A), Landscape (C27), and Pools (C53), we provide an integrated design-build service that brings clients’ visions to life.

We are looking for a highly organized, proactive, and resourceful Project Manager / Executive Assistant to support our CEO, manage backend operations, and ensure that project timelines, finances, and communications run smoothly.

Key Responsibilities:
Project Management
Plan and track project milestones and deadlines using project management tools
Coordinate with clients, subcontractors, and vendors
Create and maintain task lists, schedules, and weekly reports
Track and organize deliverables like permits, plans, and inspection reports
Maintain organized project files using Dropbox and Buildertrend

Executive Assistance
Manage the CEO’s calendar, email, and schedule meetings
Draft and proofread emails, proposals, and contracts
Join meetings, take notes, and track action items
Perform research and create documentation or summaries as needed
Follow up on outstanding client or internal tasks

Invoicing & Billing
Prepare and send progress invoices based on contract milestones or time tracking
Track payments and follow up with clients on outstanding balances
Coordinate subcontractor invoices and payments
Reconcile vendor bills, materials, and labor costs for each project
Update project financials and maintain accurate records in QuickBooks
Work with CEO to track profitability and flag financial discrepancies
Assist in managing “Cost Code” categories and budget tracking for each job
Generate monthly financial summaries for internal review

General Administration
Update CRM, Buildertrend, and spreadsheets with client/project info
Organize Dropbox and Google Drive folders and documentation
Help build out Standard Operating Procedures (SOPs)
Assist in social media or basic marketing tasks if needed

Qualifications:
Excellent English communication (written and verbal)
Proven experience in project coordination, executive assistance, or admin roles
Experience with invoicing, billing, or bookkeeping in a service business
Proficient with QuickBooks Online (must) and Google Workspace
Bonus: Familiarity with Buildertrend.
Strong attention to detail, ability to prioritize, and follow through
Comfortable working independently, with good judgment and accountability
Must be available to work Pacific Time (PST) hours with a stable internet connection

SKILL REQUIREMENT

Financial Accounting Project Management Accounting

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Project Manager / Executive Assistant (Remote - Full Time

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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