Senior Executive Administrative Assistant (Part-Time | Long-Term | U.S. Business Owner)

Looking for a long-term Executive Assistant role where your work truly matters?

We're hiring a Senior Executive Administrative Assistant to become the right-hand support of a U.S.-based business owner who manages multiple businesses, including:

Construction
Real Estate
Farm Operations
Community Initiatives

If you're highly organized, proactive, dependable, and enjoy bringing order to busy operations, this could be a great long-term opportunity.

This is more than a typical admin role - you'll become a trusted partner who helps keep multiple businesses running smoothly while working directly with the executive.

What You'll Do

You'll help manage the executive's day-to-day operations by:

Managing a high-volume executive inbox by prioritizing, organizing, categorizing, and responding to emails when appropriate.
Preparing a daily executive email summary highlighting urgent messages, completed tasks, pending items, and priorities requiring executive attention.
Managing calendars, appointments, meetings, and reminders.
Coordinating meetings, preparing agendas, taking meeting notes, and following up on action items.
Organizing digital files, folders, and business records across multiple companies.
Creating, updating, and maintaining Standard Operating Procedures (SOPs) and internal documentation.
Preparing reports, spreadsheets, presentations, and business correspondence using Microsoft Office and Google Workspace.
Conducting online research and organizing findings into clear reports.
Providing administrative support across multiple business entities.
Coordinating with employees, vendors, contractors, clients, and other external stakeholders.
Responding to emails based on executive instructions while maintaining professionalism and confidentiality.
Making outbound calls using Google Voice or other company communication tools when required.
Improving administrative systems and workflows to increase operational efficiency.
Assisting with document organization, filing, and other executive support tasks as assigned.
Accurately tracking work hours and productivity using Hubstaff.

What We're Looking For

You should have:

At least 5 years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role.
Excellent written and spoken English.
Proven experience managing busy executive calendars and high-volume inboxes.
Outstanding organizational and time management skills.
Strong attention to detail and follow-through.
High professionalism, integrity, and discretion.
Strong problem-solving and decision-making skills.
The ability to work independently with minimal supervision.
The ability to manage multiple priorities in a fast-paced environment.

Technical Experience

Required

You should already be comfortable using:

Google Workspace (Gmail, Calendar, Docs, Sheets, Drive)
Microsoft Word and Excel
Google Meet
Zoom
Online collaboration tools
Cloud-based file management systems
Preferred (Strong Advantage)

Experience with any of the following is a plus:

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

We're especially interested in applicants who have supported executives in:

Construction
Engineering
Real Estate
Professional Services
Small Business Operations

Experience supporting business owners who manage multiple companies or ventures is highly preferred.

You're a Great Fit If You Are...
Proactive instead of reactive
Resourceful and solutions-oriented
Highly organized and dependable
Calm under pressure
Detail-oriented while keeping sight of the bigger picture
Trustworthy with confidential information
Comfortable learning new systems
Able to build professional working relationships
Confident working independently and taking ownership of your responsibilities

Schedule

Part-Time (20 hours/week)

Monday to Friday
8:00 AM – 12:00 PM Eastern Time (U.S.)
Must be available during U.S. business hours.
Regular communication with the executive and internal team is expected.
Participation in tea ---------- etings may be required after onboarding.

What Success Looks Like

You'll be successful in this role if you can:

Keep the executive's inbox organized and under control.
Ensure calendars, meetings, and follow-ups never slip through the cracks.
Provide clear daily updates on priorities and completed work.
Improve organization across multiple businesses.
Anticipate administrative needs before they become urgent.
Become a trusted operational partner who helps the executive focus on high-value work.

How to Apply

To be considered, please complete ALL of the following:

Complete the applicant form:
---------- /applicant-form/cc75295ffa2c ---------- b061d541e2e&&ff29e11eb076d ---------- e4d15a2a77
Submit your updated CV/Resume.
Submit a 2–3 minute introduction video telling us:
About yourself
Your Executive Assistant experience
Why you're a great fit for this position
Be willing to use Hubstaff for time tracking while working.

We look forward to meeting experienced Executive Assistants who take pride in staying organized, solving problems, and helping executives operate at their best.