Senior Executive Administrative Assistant

About the Role

We are seeking a highly organized, proactive, and experienced Senior Executive Administrative Assistant to provide dedicated support to a business owner managing multiple business ventures, including a construction company, real estate holdings, a farm, and various community initiatives.

This role is ideal for someone who thrives in a fast-paced environment, enjoys creating structure out of complexity, and can confidently manage confidential information while working independently.

The successful candidate will become a trusted partner to the executive by helping manage daily operations, reducing administrative workload, and ensuring important tasks never fall through the cracks.

Key Responsibilities
Manage and organize a high-volume executive inbox, including prioritizing, categorizing, and responding to emails when appropriate.
Prepare a daily executive email summary highlighting urgent messages, completed tasks, pending items, and priorities requiring executive attention.
Manage executive calendars, appointments, meetings, and reminders.
Coordinate meetings, prepare agendas, take meeting notes, and follow up on action items.
Organize digital files, folders, and business records across multiple companies.
Create, update, and maintain Standard Operating Procedures (SOPs) and internal documentation.
Prepare reports, spreadsheets, presentations, and business correspondence using Microsoft Office and Google Workspace.
Conduct online research and compile findings into organized reports.
Assist with general administrative support across multiple business entities.
Coordinate with employees, vendors, contractors, clients, and external stakeholders.
Respond to emails based on executive instructions while maintaining professionalism and confidentiality.
Make outbound calls using Google Voice or other company communication tools when required.
Help improve administrative systems and workflows to increase operational efficiency.
Assist with document organization, filing, and other executive support tasks as assigned.
Accurately track work hours and productivity using Hubstaff.

Required Qualifications
Minimum 5 years of experience supporting executives as an Executive Assistant, Senior Administrative Assistant, or similar role.
Excellent written and spoken English communication skills.
Proven experience managing busy executive calendars and high-volume email inboxes.
Exceptional organizational and time management skills.
Strong attention to detail with excellent follow-through.
High level of professionalism, discretion, and integrity.
Strong problem-solving and decision-making abilities.
Ability to work independently with minimal supervision.
Comfortable managing multiple priorities in a fast-paced environment.

Technical Requirements

Required Experience
Google Workspace (Gmail, Google Calendar, Google Docs, Google Sheets, Google Drive)
Microsoft Office Suite (Word and Excel)
Google Meet and Zoom
Online collaboration tools
Cloud-based file management systems

Preferred Experience

Experience with any of the following is a strong advantage:

QuickBooks Desktop
Contractor Foreman
Construction or project management software
Google Voice
CRM platforms
Shared network drives
Hubstaff or other time-tracking software

Preferred Industry Experience

Applicants with experience supporting executives in one or more of the following industries are highly preferred:

Construction
Engineering
Real Estate
Professional Services
Small Business Operations

Experience supporting business owners managing multiple companies or ventures is highly desirable.

Ideal Candidate

We are looking for someone who is:

Proactive rather than reactive
Resourceful and solutions-oriented
Highly organized and dependable
Calm under pressure
Detail-oriented without losing sight of priorities
Trustworthy and able to maintain strict confidentiality
Comfortable learning new systems and processes
Able to build professional working relationships
Comfortable working with minimal direction while taking ownership of assigned responsibilities

Schedule
Part-Time (20 hours per week)
Monday to Friday
8:00 AM – 12:00 PM Eastern Time (U.S.)
Must be available during U.S. business hours.
Maintain regular communication with the executive and internal team.
Participation in tea ---------- etings may be required after the initial onboarding period.

What Success Looks Like

The successful Executive Assistant will:

Keep the executive's inbox organized and actionable.
Ensure calendars, meetings, and follow-ups are well managed.
Provide clear daily updates on priorities and completed work.
Improve organization across multiple businesses.
Anticipate administrative needs before they become problems.
Become a trusted operational partner who helps the executive stay focused on high-value work.

Application Requirements

To be considered, applicants must complete all of the following:

Complete the applicant form: ---------- /applicant-form/cc75295ffa2c ---------- b061d541e2e&&ff29e11eb076d ---------- e4d15a2a77
Submit an updated CV/resume.
Submit a 2–3 minute introductory video introducing yourself, summarizing your Executive Assistant experience, and explaining why you are a strong fit for this role.
Be willing to use Hubstaff for time tracking while working.