{"id":2379782,"url":"https://alion.io/job/pavago-executive-assistant-28","title":"Executive Assistant","company":{"id":1117,"name":"Pavago","domain":"pavago.co","url":"https://alion.io/company/pavago","size_band":null,"is_staffing_agency":false,"employer_type":"staffing","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"B","score":75,"open_postings":189,"ghost_share":0,"stale_share":0.989,"repost_share":0,"time_to_fill_p50_days":29,"computed_at":"2026-10-13T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":null,"hiring_geo_confidence":"structured","locations":[],"countries":[],"hiring_countries":["PH"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":15500,"max_usd":28000,"period":"year","method":"role_country_seniority_unknown","sample_n":78},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Workspace","optional":false}],"status":"live","first_seen_at":"2026-10-12T19:04:39Z","employer_posted_date":"2026-10-12","last_verified_at":"2026-10-13T08:38:38Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Executive Assistant\nPosition Type: Full-Time, Remote\nWorking Hours: U.S Business Hours\nAbout the Role\nWe’re looking for a highly organized and proactive Executive Assistant to support leadership and day-to-day operations in a construction and restoration business. This role goes beyond calendar management and general administration. You’ll help coordinate projects, manage documentation, communicate with clients and vendors, and ensure leadership and field teams have the information they need to keep work moving.\nThe ideal candidate is detail-oriented, comfortable managing competing priorities, and confident taking ownership of tasks from start to finish without constant supervision.\nWhat You’ll Own\nCalendar & Executive Support\nManage the executive’s calendar, including appointments, site visits, and internal meetings.\nIdentify scheduling conflicts and resolve them proactively.\nReview incoming emails and messages, prioritize urgent items, and prepare responses when needed.\nEnsure leadership has the information and updates required to make timely decisions.\nCommunication & Correspondence\nServe as a primary point of contact for calls, emails, and messages directed to leadership.\nDraft professional responses and route inquiries to the appropriate team members.\nMaintain clear communication with internal teams and external stakeholders.\nFollow up on outstanding requests to ensure timely resolution.\nConstruction Administration & Documentation\nOrganize and maintain construction-related documents, including subcontractor agreements, permits, change orders, and work orders.\nKeep project files accurate, organized, and up to date.\nMaintain document versions and ensure the field team can access current information.\nSupport document preparation and signature collection as needed.\nVendor & Subcontractor Coordination\nTrack vendor relationships and follow up on bids, invoices, and outstanding paperwork.\nEnsure subcontractor agreements and current insurance certificates are on file.\nCoordinate schedules and communicate updates to relevant stakeholders.\nFollow up on missing documents and pending approvals.\nJob Tracking & Reporting\nMaintain project status logs and update leadership on progress, timelines, and outstanding items.\nTrack open tasks, deadlines, and potential bottlenecks.\nFlag delays or issues early and follow through until they are resolved.\nKeep project information accurate and accessible for decision-making.\nClient & Customer Communication\nCoordinate scheduling, project updates, and follow-ups with homeowners and commercial clients.\nCommunicate professionally and ensure clients receive timely information.\nRoute questions or concerns to the appropriate team members.\nHelp maintain a smooth and organized client experience throughout each project.\nGeneral Administrative Operations\nHandle data entry, document preparation, expense tracking, and other administrative tasks.\nMaintain accurate records and handle sensitive information with discretion.\nManage recurring administrative responsibilities independently.\nIdentify opportunities to improve workflows and keep daily operations organized.\nRequired Experience & Skills\nPrevious experience as an Executive Assistant, Administrative Coordinator, Operations Assistant, or in a similar support role.\nStrong written and spoken English communication skills.\nProficiency in Google Workspace or Microsoft 365.\nAbility to manage multiple priorities, track outstanding tasks, and meet deadlines independently.\nStrong organizational skills and exceptional attention to detail.\nAbility to communicate professionally with executives, clients, vendors, and internal teams.\nGood judgment when handling confidential information and sensitive documents.\nAbility to learn new software, systems, and processes quickly.\nNice to Have\nExperience supporting a construction, restoration, or field-service business.\nFamiliarity with construction documents such as contracts, lien waivers, certificates of insurance, permits, and change orders.\nExperience coordinating vendors, subcontractors, project schedules, or field teams.\nExperience maintaining project trackers and operational reports.\nWhat Makes You a Strong Fit\nYou communicate proactively and flag unclear, delayed, or off-track items before they become bigger problems.\nYou take ownership of tasks from start to finish without needing constant reminders.\nYou catch errors in schedules, records, and documents because accuracy matters to you.\nYou can adapt quickly when priorities change or processes are not clearly defined.\nYou collaborate well with leadership and field teams and understand the importance of reliable administrative support.\nYou look for practical ways to improve recurring tasks, documentation, and workflows.\nYou remain organized and responsive in a fast-moving remote environment.\nWhat Success Looks Like\nLeadership calendars, communications, and priorities are managed smoothly.\nProject documentation is accurate, organized, and readily accessible.\nVendor and subcontractor paperwork is collected and maintained on time.\nProject trackers reflect current progress, outstanding tasks, and potential delays.\nClients and internal teams receive clear, timely communication.\nAdministrative tasks are completed accurately, with minimal supervision and consistent follow-through.\nTypical Day\nYou’ll begin by reviewing the executive’s calendar, emails, and messages, identifying urgent requests and decisions. Throughout the day, you’ll update project trackers, confirm subcontractor schedules, follow up on missing insurance certificates, prepare change orders, and coordinate with the field team on active jobs.\nYou’ll also manage vendor follow-ups, communicate with clients, maintain project files, and handle general administrative tasks. Since construction and restoration work can change quickly, you’ll need to stay responsive, organized, and proactive as priorities shift.\nInterview Process\nApplication Review\nSpark Hire Intro Video\nClient Interview\nOffer & Onboarding","description_format":"text","description_chars":6020,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":[],"hiring_locations":[{"name":"Philippines","iso":"PH","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Recruiting & Staffing","Employer of Record & PEO"],"lifecycle":[{"event":"open","at":"2026-10-12T19:04:39Z"}],"visa":[],"liveness":{"score":60,"band":"ok","label":"Likely open","p_open":1,"p_active":0.602,"p_room":1,"age_days":0,"expected_fill_days":29,"reasons":["conf:0","stale_co","win:early","comp:brand"],"computed_at":"2026-10-13T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/pavago-executive-assistant-28","json_url":"https://alion.io/job/pavago-executive-assistant-28.json","meta":{"generated_at":"2026-10-13T10:51:36Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":16706,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-14T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":1117},"rest":"https://alion.io/mcp/rest/get_company?id=1117"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fpavago-executive-assistant-28"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fpavago-executive-assistant-28"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fpavago-executive-assistant-28"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/pavago-executive-assistant-28\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fpavago-executive-assistant-28"}]}