Executive Assistant

NOOR COMPANIES
Real Estate Development · General Contracting
POSITION ANNOUNCEMENT
Executive Assistant to the CEO
Full-Time | Remote | Direct Support to the Chief Executive Officer
REPORTS TO Chief Executive Officer
EMPLOYMENT Full-time, 40 hours per week. Exclusive — the successful candidate may not hold other employment or clients.
SCHEDULE 8:00 AM – 5:00 PM US Central Time, Monday through Friday
Equivalent to 9:00 PM – 6:00 AM Manila. Night-shift availability is mandatory.
COMPENSATION $500 – $800 USD per month, commensurate with experience
Performance review at 90 days · 13th month pay · Paid Philippine holidays
LOCATION Fully remote

THE ORGANIZATION

Noor Companies is a real estate development and general contracting firm headquartered in Minneapolis, Minnesota. We develop and build affordable housing, civic institutions, healthcare facilities, libraries, and mixed-use projects, and we are among the largest woman-owned firms of our kind in the country, with more than $500 million in completed work.
Development and construction operate on immovable deadlines. Permits, inspections, closings, draw schedules, and subcontractor commitments do not wait. The Executive Assistant to the CEO works at the center of that environment.
POSITION SUMMARY

This is a critical, high-trust position functioning as a mini chief of staff to the Chief Executive Officer. The Executive Assistant manages the CEO’s inbox, calendar, meetings, events, correspondence, and social media presence, fields inbound requests on the CEO’s behalf, and supports the analysis and reporting the CEO relies on to make decisions.
The environment is fast-paced and the priorities change throughout the day. The successful candidate operates with a pronounced sense of urgency, responds quickly, communicates continuously, and takes full ownership of every item entrusted to them. Nothing is permitted to fall through the cracks.
Prior experience as an Executive Assistant reporting directly to a busy CEO, president, or owner is required. General administrative, customer service, and virtual assistant experience does not substitute for this requirement. Applications that do not demonstrate it will not be considered.

ESSENTIAL RESPONSIBILITIES

Calendar & Inbox Management
• Own and protect the CEO’s calendar; schedule, reschedule, and resolve conflicts proactively and defend blocks of focused work
• Manage the CEO’s email: triage daily, escalate what is urgent, draft responses for approval, and independently handle routine correspondence
• Field inbound requests directed to the CEO, determine what requires their attention, and redirect or resolve the remainder
• Set up meetings with internal staff, clients, consultants, subcontractors, lenders, and community partners, including agendas and prepared materials
• Provide a written start-of-day plan and end-of-day summary, with status updates throughout the day
Communications & Written Work
• Draft, edit, and format professional correspondence, memoranda, letters, and internal communications
• Assist in the preparation of proposals, qualifications packages, and responses to requests for proposal
• Prepare and format presentations in PowerPoint for clients, partners, lenders, and board or community meetings
• Maintain document organization and version control across active projects
Events & Meeting Coordination
• Coordinate company events, groundbreakings, ribbon cuttings, client functions, and community engagements end to end
• Manage logistics, vendor coordination, invitations, RSVPs, run-of-show, and follow-up
• Arrange business travel, itineraries, and accommodations; prepare and submit expense reports
Marketing & Social Media
• Manage the CEO’s and the company’s social media presence, including drafting, scheduling, and publishing content
• Produce simple graphics and marketing collateral using Canva or comparable design tools
• Support marketing initiatives, project announcements, award submissions, and website content updates
Analysis, Reporting & Bookkeeping Support
• Build and maintain spreadsheets, trackers, and reports supporting project timelines, budgets, vendors, and expenses
• Compile and summarize data for the CEO, identifying discrepancies and drawing attention to items that require action
• Provide bookkeeping support including invoice processing, expense coding, receipt reconciliation, and coordination with the accounting team
Human Resources & Administrative Support
• Support recruiting logistics, including scheduling interviews and coordinating candidate communications
• Assist with onboarding documentation, personnel file maintenance, and administration of company policies
• Maintain confidentiality of sensitive personnel, financial, and business information without exception
• Document standard operating procedures for recurring responsibilities
REQUIRED QUALIFICATIONS

• Minimum three (3) years of experience as an Executive Assistant reporting directly to a CEO, president, or business owner in a fast-paced environment. This requirement is not waivable.
• Demonstrated ability to manage a demanding executive calendar and inbox independently, exercising judgment about priority and urgency without direction.
• Advanced proficiency in Microsoft Excel — formulas including VLOOKUP/XLOOKUP, SUMIF and IF statements, pivot tables, filtering, and professional formatting. Must be able to build a tracker or report from a blank worksheet.
• Advanced proficiency in Microsoft PowerPoint and Microsoft Word — able to produce polished, client-ready decks and professionally formatted documents.
• Strong numerical literacy — comfort working with budgets, invoices, schedules of values, and financial summaries, and the ability to identify an error in a set of numbers.
• Working knowledge of bookkeeping fundamentals — invoicing, expense coding, and reconciliation. Familiarity with QuickBooks preferred.
• Exposure to human resources administration — interview scheduling, onboarding coordination, and personnel recordkeeping.
• Marketing and social media experience — managing business accounts, drafting content, and maintaining a consistent professional voice.
• Basic graphic design capability — Canva or comparable tools, sufficient to produce clean marketing materials and simple layouts.
• Superior written English. Written work is issued under the CEO’s name and must be correct in grammar, tone, and punctuation without revision.
• Fluent, clearly articulate spoken English, suitable for daily calls and direct contact with US clients, consultants, and subcontractors.
• Reliable home office — computer with a minimum of 8GB RAM, internet service of 25 Mbps or greater, a secondary internet source, a headset, and a quiet, professional work environment.
PREFERRED QUALIFICATIONS

• Experience supporting an executive in real estate development, construction, architecture, or a related industry
• Familiarity with Procore, Buildertrend, AppFolio, or comparable construction and property management platforms
• Experience with proposal and RFP response preparation
• Working knowledge of QuickBooks, Asana, ClickUp, Notion, Slack, or the Adobe Creative Suite
• Bachelor’s degree in business administration, communications, or a related field
CORE COMPETENCIES

• Sense of Urgency. Responds promptly and moves work forward without being prompted. Understands that in this industry a delayed response carries a cost.
• Ownership and Accountability. Assumes full responsibility for assigned matters through completion. Raises problems early rather than concealing them.
• Continuous Communication. Maintains frequent contact throughout the workday regarding completed work, obstacles, and changes in status. Silence is not acceptable in this role.
• Attention to Detail. Catches errors in dates, figures, names, and documents before they are transmitted.
• Adaptability. Adjusts to shifting priorities throughout the day without losing track of work already in progress.
• Professionalism and Discretion. Represents the CEO and the firm appropriately in all communications and safeguards confidential information absolutely.
• Sound Judgment. Determines what warrants the CEO’s attention and what does not, and knows when to ask rather than assume.
• Aptitude for Learning. Absorbs new systems and procedures quickly, takes independent notes, and does not require repeated instruction.
APPLICATION INSTRUCTIONS

Applicants must complete all four steps below. Adherence to instructions is evaluated as part of this application, as it is a core requirement of the position. Incomplete submissions will not be reviewed.
Step 1 — Subject Line
Use the following subject line exactly as written:
CEO EA — Chicago Skyline

Step 2 — Written Responses
Answer each of the following in the body of your message. Number your responses.
1. Name the executive you most recently supported, their title, the size of the organization, and the length of your tenure.
2. Describe the scope of your responsibility for that executive’s calendar and email. What did you handle without their involvement?
3. Describe a specific instance in which you identified a conflict, error, or missed deadline before your executive did, and the action you took.
4. Describe your experience with bookkeeping, human resources support, and marketing or social media.
5. Rate your proficiency in Excel and identify one report or tracker you have built from scratch.
6. Confirm your availability from 8:00 AM to 5:00 PM US Central Time, Monday through Friday, on a long-term basis.
7. Confirm that this position would be your sole employment and that you hold no other clients.
8. State your internet speed and your backup connection.
9. State your expected monthly compensation in USD.
Step 3 — Video Introduction
Record a video of two to three minutes and provide a link (Loom or Google Drive). Do not attach a video file. Appear on camera and address the following:
1. Introduce yourself and describe the executive you most recently supported.
2. Describe a workday in which priorities changed substantially, and how you managed it.
3. Read the following aloud, exactly as written:
“Good morning — the 10:15 walkthrough moved to 2:30, the permit inspector is confirmed for Thursday, and I have flagged three invoices requiring your approval today.”

Step 4 — Work Samples
Attach two samples of your work from the categories below. Remove or replace all confidential information.
• An Excel report, tracker, or budget you constructed
• A PowerPoint presentation you prepared
• Professional correspondence, a proposal section, or a memorandum you drafted for an executive
• A graphic, social media post, or marketing piece you designed
SELECTION PROCESS

1. Application review. Complete submissions are reviewed on a rolling basis.
2. Skills assessment. A short, paid exercise consisting of one Excel task and one drafted communication.
3. Interview with the Chief Executive Officer. Thirty minutes by video.
4. Reference verification. Contact with at least one prior employer.
5. Offer and introductory period. A thirty-day paid introductory period.

Qualified applicants will be contacted within one week of submission.

Candidates should not apply if any of the following apply:
You hold other employment or clients · You are unable to work the specified night-shift hours on a long-term basis · You have not previously supported a CEO, president, or owner directly · You are seeking part-time, project-based, or short-term work.