Virtual Executive Assistant (Full Time)

Role Overview

We are hiring a proactive, tech-savvy, and highly organized Virtual Assistant to support a residential and commercial construction business owner who specializes in home remodeling, renovations, additions, and light commercial projects. The business delivers high-quality craftsmanship and reliable project management, helping homeowners and property owners transform their spaces into functional, beautiful, and lasting environments.
In this role, you will serve as the right hand to the business owner, ensuring day-to-day operations run smoothly. You’ll manage calls and email correspondence, qualify and follow up with leads, maintain the CRM system, and keep the owner’s calendar organized with the right appointments. You will also assist with QuickBooks tasks such as receipt management, expense tracking, and invoice organization; coordinate with vendors and suppliers; and support light social media coordination to maintain consistent online visibility.
This is a hands-on role where your attention to detail, strong communication skills, and ability to manage multiple priorities will directly support the business owner’s productivity and the company’s continued growth.


Responsibilities:

Partner to the Client:
Be trusted gatekeeper and strategic support by managing priorities, protecting the client’s time, and anticipating what they need. Proactively find ways to make work easier, streamline operations, reduce bottlenecks, help the business grow, and increase revenue.

Email & Inbox Management:
Manage the client’s business Gmail inbox by organizing emails, cleaning up outdated threads, and ensuring there are no unread messages.
Flag priorities, draft responses for approval, archive or delete outdated emails, and ensure all receipts/invoices are correctly routed.
Ensure that business-critical communication doesn’t get missed.
Calendar Management & Scheduling Support:
Manage and maintain the client’s JobTread and Google Calendars.
Schedule and organize all appointments, client calls, travel schedules, and project timelines.
Book appointments promptly for new and recurring customers while minimizing scheduling conflicts.
Track and update key meetings and construction project milestones to ensure timely execution.
Research:
Conduct occasional research tasks including vendor comparisons, travel accommodations, and material sourcing for ongoing and upcoming projects.
Provide proactive briefs and reports when needed to assist with decision-making and project planning.
SOP/Playbook Creation & Documentation:
Document and organize existing workflows into clear SOPs and operational playbooks.
Refine and maintain SOPs to prevent bottlenecks and support smooth, scalable operations.
Project Management:
Support the client in JobTread project tracking and coordination, ensuring invoices, materials, and expenses are accurately logged.
Monitor material orders and follow up to prevent supply delays.
Collaborate with the client to ensure all project folders are up to date, with receipts, invoices, and photos organized.
Support QuickBooks reconciliation, expense tracking, and profit-and-loss summaries.
CRM Management:
Update and maintain CRM records (GoHighLevel), ensuring clean and accurate customer data.
Support lead management — tracking, following up, and updating pipeline activities.
Respond to inbound leads and ensure prompt follow-up via calls, texts, and emails.
Lead Follow-Up:
Conduct timely lead follow-ups through calls, texts, and emails for both warm and cold leads.
Support occasional lead generation efforts to help identify new opportunities.
Finance and Receipt Management:
Maintain accurate receipt documentation for all job sites.
Organize and upload receipts into JobTread and QuickBooks for monthly reconciliation.
Support the accountant by ensuring credit card statements and expense reports are up to date.
Social Media Management:
Collaborate with the client and marketing company to enhance online presence and engagement.
Propose and draft social media content ideas, coordinate project photos for posting, and track engagement.
Create captions and visual materials using tools like Canva or ChatGPT as needed to support content initiatives.
Customer Service:
Respond promptly to customer texts and emails, ensuring high response rates and timely updates.
Handle 5–10 daily calls (via GoHighLevel or another softphone app) to assist customers with inquiries, scheduling, and updates.
Maintain a professional and approachable tone consistent with the client’s business and customer experience.
Vendor Management:
Communicate and coordinate with construction material suppliers and home improvement vendors.
Ensure timely submission and reconciliation of invoices, credits, and receipts.
Maintain vendor records, track purchase history, and verify cost efficiency.
Personal Assistance:
Assist with light personal tasks such as booking team travel (flights, car rentals, and accommodations) and coordinating logistics for out-of-state projects.
Support other personal errands as assigned (e.g., scheduling appointments, ordering gifts).


Key Performance Indicators:

30-Day Mark:
Inbox and calendar fully organized and streamlined.
Calls and text responses handled with accuracy and professionalism.
Receipts uploaded correctly into JobTread/QuickBooks.
Demonstrates understanding of key tools (JobTread, QuickBooks, GoHighLevel).
Established communication rhythm with client (daily check-ins and weekly summaries).
60-Day Mark:
Independently handling 80–90% of inbound calls and email correspondence.
Consistently managing receipts, invoices, and calendar scheduling with minimal supervision.
Supporting early stages of SOP and playbook creation.
CRM entries clean and up to date; follow-ups completed within 24 hours.
Increasing response speed to customer inquiries and improving client satisfaction.
90-Day Mark:
Fully embedded in daily operations; handling all key administrative, CRM, and financial tracking tasks.
Completed foundational SOPs/playbooks for administrative and project workflows.
Consistently manages client’s time efficiently, allowing the client to focus on bidding, growth, and team leadership.
Trusted as a proactive, reliable right-hand partner.


Qualifications:

3 years+ as a Virtual Assistant, Executive/Administrative Assistant, or in a similar support role, preferably in a remote setup.
Excellent spoken and written English; neutral accent preferred for customer communication.
Experience in customer-facing roles (email, sms, and phone-based communication required). Strong background in handling client inquiries, resolving concerns, and escalations is preferred.
Strong skills in lead follow-up and client communication.
Proficient in Google Workspace, including Gmail, Calendar, Drive, and other tools for efficient email, scheduling, and document management.
Working knowledge of QuickBooks or similar tools (preferred); able to manage receipts, expenses, and credit card reconciliations, organize invoices, maintain accurate records, and assist with basic bookkeeping and P&L tracking in coordination with the accountant.
Experience with CRM systems, preferably GoHighLevel or similar platforms.
Experience supporting projects, familiarity with JobTread, Asana, or other task/project management platforms required.
Experience in social media management (Facebook, Instagram, TikTok), including creating and managing a content calendar, engagement, basic content creation, video editing, and use of tools such as Canva, CapCut, and scheduling platforms.
Highly organized and detail-oriented, with strong time management skills.
Proactive and resourceful, with the ability to anticipate needs and take initiative.
Dependable, professional, and able to maintain confidentiality.
Tech-savvy, with the ability to quickly learn new tools or systems.


You’re a Great Fit If You:

A self-starter who anticipates needs and takes initiative without waiting for direction.
Comfortable handling a mix of administrative, client-facing, and operational tasks.
A problem-solver who enjoys bringing clarity and structure to moving parts.
Detail-oriented and organized, with a strong sense of ownership and follow-through.
A calm communicator who can handle fast-paced days and shifting priorities.
Someone who enjoys learning new tools and continuously improving systems.
Genuinely motivated to make your client’s life easier and business more efficient.

Time Commitment:

Full-time position with remote work setup
8:00 AM - 5:00 PM EST Monday - Friday

What You’ll Get

Competitive base salary
13th Month Pay
Performance-based incentives
100% Remote work setup
Opportunity to work with a high-growth team and industry leader

Our Hiring Process

Shortlisted candidates will be contacted within 3–5 business days.
Interview with the Recruiter
Interview with the Hiring Manager
Job Offer