Job Overview

Our client is looking for a highly organized, proactive, and detail-oriented Executive Assistant to support the CEO of a growing construction and manufacturing organization. This role serves as a trusted partner to executive leadership, helping manage communications, priorities, follow-ups, scheduling, research, and administrative operations.

The ideal candidate is an experienced Executive Assistant who thrives in a fast-paced environment, anticipates needs before they arise, maintains strict confidentiality, and keeps executives focused on high-value business activities.

Schedule

• Monday - Friday, 8:00 AM - 5:00 PM Central Time, with 1 hour unpaid break (40 work hours per week)

Responsibilities

Executive Communications

• Manage and organize the CEO's email inbox, prioritizing communications based on urgency and importance.
• Draft and respond to routine correspondence, ensuring professional and timely communication.
• Track outstanding emails, follow-ups, and action items to ensure nothing is overlooked.
• Maintain organized email folders and filing systems for efficient access and recordkeeping.

Executive Task & Priority Management

• Maintain and manage the CEO's master task list
• Track action items, deadlines, and ongoing priorities
• Monitor commitments and follow up on delegated tasks
• Maintain dashboards and tracking systems for open initiatives
• Ensure projects remain on schedule and stakeholders remain accountable

Follow-Up Coordination

• Maintain a structured follow-up system across customers, vendors, subcontractors, consultants, lenders, and other stakeholders
• Track pending proposals, approvals, documentation requests, permits, insurance certificates, deliveries, and project milestones
• Proactively follow up to ensure commitments are completed on time

Meeting Coordination & Preparation

• Schedule meetings and manage executive calendars
• Prepare agendas and supporting documentation
• Gather contracts, proposals, estimates, reports, and project information
• Summarize previous discussions and provide meeting context
• Document meeting notes, decisions, and action items

Executive File & Document Management

• Maintain organized electronic filing systems
• Manage customer, vendor, project, contract, and operational records
• Ensure consistent file naming conventions and document organization
• Maintain easy access to critical business information

Relationship Management

• Coordinate communications with customers, vendors, subcontractors, engineers, architects, lenders, insurance providers, government agencies, and business partners
• Schedule appointments and maintain professional follow-up communications
• Support relationship management initiatives on behalf of the CEO

Travel & Logistics Coordination

• Coordinate flights, hotels, rental vehicles, conference registrations, and travel itineraries
• Manage executive travel logistics and confirmations
• Coordinate route planning and scheduling when needed

Research & Administrative Support

• Conduct research on vendors, software solutions, equipment, services, industry events, and business opportunities
• Compile findings into concise executive summaries
• Support special projects and business initiatives as assigned

Requirements

• Minimum 3+ years of Executive Assistant or senior administrative support experience
• Experience directly supporting business owners, executives, or leadership teams
• Exceptional organizational, time management, and communication skills, with strong attention to detail, professionalism, discretion, and the ability to manage multiple priorities independently while maintaining confidentiality.
• Proficiency with Google Workspace, Microsoft 365, Outlook, Google Calendar, Microsoft Teams, Zoom, Slack, project management tools (Trello, ClickUp, Asana, or Monday.com), Adobe Acrobat, DocuSign, AI productivity tools, and cloud storage platforms (Dropbox, Google Drive, or OneDrive) is preferred.
• Proactive, dependable, and highly organized, with strong problem-solving skills, the ability to work independently, anticipate executive needs, manage competing priorities, and maintain professionalism under pressure. 

Success Measures

• CEO never misses important meetings, deadlines, or commitments
• Follow-ups occur consistently without prompting
• Executive communications remain organized and responsive
• Electronic records are accurate and easy to access
• Administrative workload is reduced for leadership
• Priorities are tracked and executed efficiently
• Leadership can focus on strategic growth and operational oversight

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.