Executive Operations Assistant | Construction Industry

Position Summary

Seeking a highly organized and proactive Executive Operations Assistant to support the Vice President across multiple operational functions including Human Resources, Accounting Coordination, and Production Operations. The role serves as a centralized support function focused on communication, operational visibility, project coordination, reporting, and executive support.

Key Responsibilities

Executive Support

• Support the Vice President with daily operational and administrative activities

• Coordinate priorities across departments

• Maintain operational visibility and reporting

• Facilitate communication flow between teams

• Track follow-through on key initiatives

Human Resources Support

• Coordinate recruiting and onboarding activities

• Schedule interviews and communicate with candidates

• Maintain employee setup documentation

• Support internal employee communications

Accounting Coordination Support

• Assist with QuickBooks-related coordination

• Organize accounting documentation

• Support financial and operational reporting

• Help maintain tracking systems and reporting visibility

Production and Operations Support

• Maintain scheduling visibility for active projects

• Coordinate production schedules and communications

• Support operational continuity across teams and crews

• Identify and escalate scheduling conflicts or operational blockers

Email Management

• Monitor and organize executive inboxes

• Prioritize incoming communications

• Flag urgent and time-sensitive matters

• Maintain communication responsiveness across departments

Priority Structure

Candidates must be comfortable balancing competing priorities in the following order:

1. Production Operations
2. Accounts Receivable and Financial Follow-Up
3. Human Resources and Administrative Coordination

Required Qualifications

Experience

• Executive Assistant or Executive Support experience

• Experience supporting leadership teams remotely

• HR support experience

• Accounting or financial administrative support experience

• Experience coordinating schedules, meetings, and operational follow-ups

Skills

• Strong organizational skills

• Excellent time management

• Ability to multitask effectively

• Strong written and verbal English communication

• High attention to detail

• Professionalism and discretion with confidential information

• Independent work capability

• Strong problem-solving ability

• Process improvement mindset

• Ability to thrive in a fast-paced environment

Tools and Systems

Required / Preferred Exposure

• QuickBooks

• ServiceTitan

• Google Workspace

• Operational reporting systems

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