Executive Assistant (Estimation & Marketing Support)

We are seeking a highly capable and dependable Executive Assistant to provide strategic, administrative, and operational support to company leadership. This role requires exceptional organizational skills, strong business acumen, and the ability to anticipate needs before they arise. The ideal candidate has experience supporting construction or home service businesses, understands estimating workflows, and possesses a background in social media management or marketing. This individual will play a key role in keeping executive operations organized while assisting with project estimates, client communications, and marketing initiatives.

Requirements

Key Responsibilities:

Executive & Administrative Support

• Coordinate and maintain complex executive schedules, ensuring efficient time management and prioritization of commitments.
• Arrange internal and external meetings, including scheduling, logistics, agenda preparation, and follow-up tracking.
• Serve as the primary point of contact for executive communications, managing correspondence and ensuring timely responses.
• Screen, organize, and prioritize incoming emails, messages, and requests to maximize executive productivity.
• Prepare reports, presentations, proposals, and business documents for meetings and decision-making.
• Track action items, deadlines, and deliverables to ensure projects remain on schedule.
• Manage executive travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Organize digital files, contracts, client documents, and confidential records.
• Develop and improve administrative processes to increase operational efficiency.
• Handle special projects and ad hoc assignments while maintaining quality and meeting deadlines.

Estimation & Project Support

• Assist with preparing and reviewing project estimates, bids, and proposals.
• Coordinate with estimators, project managers, subcontractors, and vendors to gather pricing and project information.
• Request and track supplier and subcontractor quotations.
• Maintain estimating databases, pricing sheets, bid documents, and project files.
• Review project plans, specifications, and documentation to ensure estimates are complete and organized.
• Monitor bid deadlines and ensure all required documentation is submitted on time.
• Assist with preparing contracts, change orders, and project-related documentation.
• Track project progress and maintain communication between the executive team and field operations

Marketing & Social Media Support

• Plan, schedule, and publish content across social media platforms, including Facebook, Instagram, LinkedIn, and other relevant channels.
• Assist with creating marketing materials, graphics, presentations, and promotional content.
• Coordinate marketing campaigns, newsletters, and email communications.
• Monitor social media engagement and respond to inquiries when appropriate.
• Track marketing performance metrics and prepare monthly reports.
• Assist in maintaining website content, company profiles, and online listings.
• Coordinate photo and video assets from completed projects for marketing purposes.
• Support branding initiatives and ensure consistency across all marketing channels.

Business Operations

• Maintain CRM platforms, customer databases, and operational records with accuracy.
• Assist with client relationship management, including follow-ups, scheduling, and maintaining communication.
• Conduct research on competitors, industry trends, vendors, and business opportunities.
• Support recruitment activities by coordinating interviews and maintaining hiring records.
• Track expenses, invoices, reimbursements, and administrative budgets.
• Collaborate with cross-functional teams to ensure smooth communication and project execution.

Qualifications & Skills:

• Minimum of 3 years of experience as an Executive Assistant, Senior Virtual Assistant,
• Operations Coordinator, Estimating Coordinator, or similar role.
• Previous experience in the construction, home services, roofing, landscaping, restoration, or related industries is highly preferred.
• Experience supporting construction estimating processes, bid preparation, or project coordination.
• Background in social media management, digital marketing, or marketing coordination.
• Excellent written and verbal English communication skills.
• Advanced proficiency with Google Workspace and/or Microsoft Office applications.
• Experience using project management platforms such as ClickUp, Asana, Trello, Monday.com, or Notion.
• Familiarity with CRM platforms such as HubSpot, Salesforce, JobNimbus, Jobber, Buildertrend, ServiceTitan, Zoho, or similar software.
• Experience with estimating software such as PlanSwift, Buildertrend, STACK, Procore, Bluebeam, or similar platforms is a strong advantage.
• Basic knowledge of Canva, Adobe Express, or similar graphic design tools.
• Strong organizational, analytical, and problem-solving skills.
• Exceptional attention to detail with the ability to manage multiple priorities simultaneously.
• Ability to work independently while maintaining consistent communication with leadership.
• High level of professionalism, integrity, and confidentiality.
• Experience supporting executives, business owners, or senior leadership teams is highly preferred.

Benefits

• work-from-home opportunity.
• Opportunity to contribute to a growing business by enhancing efficiency and client experience.
• Supportive and collaborative work environment.