CPT-11569 Executive & Project Administrative Virtual Assistant

20four7va; Sydney; Remote; AUD 60,000 - 90,000; Full time

Benefits offered by this job

Weekly payments

Free training and upskilling

Supportive community

Job summary

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a focus on developed markets including the US, UK, Canada, and Australia. The Business Support VA will provide executive assistance, project administration, meeting support, and back-office services for a Texas-based contractor.

The ideal candidate is proactive, highly organized, and detail-oriented, with strong English written skills. Construction experience is a plus but not required.

Qualifications

• Experience in executive, administrative, or back-office support required.
• Strong data-entry and documentation skills required.
• Calendar and meeting-management experience required.
• Professional note-taking and follow-up experience preferred.
• Strong written English required.

Responsibilities

• Manage calendars, appointments, reminders, and upcoming priorities.
• Attend virtual meetings and take detailed organized notes.
• Track action items, commitments, and follow-ups from meetings.
• Help ensure deadlines and responsibilities do not fall through the cracks.
• Schedule meetings, appointments, and routine communications.
• Keep the owner informed of upcoming priorities.

Skills

Executive support

Data entry

Calendar management

Note taking

English proficiency

Executive/project support

Construction experience (plus)

Tools

Microsoft Office / Google Workspace

Calendar & Email Platforms

Virtual Meeting Platforms

AI / Meeting Note-Taking Tools

Project Tracking / Data Entry Systems

Job description

Title: CPT-11569 Executive & Project Administrative Virtual Assistant

Independent Contractor — CPT-11569 Executive & Project Administrative Virtual Assistant/Business Support VA/Entry-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A Texas-based heavy civil contractor specializing in bridge repair and infrastructure work is seeking a highly organized Business Support VA to provide executive assistance, project administration, meeting support, and recurring back-office support.

The VA will work primarily with the company owner and Project Manager, helping remove repetitive administrative work while keeping meetings, calendars, documentation, and follow-ups organized.

The client is looking for a proactive and dependable administrative professional, not necessarily a construction specialist. Construction experience is a plus but is not required.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Executive & Meeting Support

• Manage calendars, appointments, reminders, and upcoming priorities
• Attend assigned virtual meetings and take detailed, organized notes
• Track action items, commitments, and follow-ups from meetings
• Help ensure important deadlines and responsibilities do not fall through the cracks
• Schedule meetings, appointments, and routine communications
• Keep the owner organized and informed of upcoming priorities

Project & Back-Office Administration

• Enter production-report information into the company’s internal project-tracking system
• Perform recurring project data entry accurately and consistently
• Assist with submittals and other project documentation
• Organize meeting records and project-related information for future reference
• Download, transfer, and maintain information within company systems
• Support the Project Manager with repetitive administrative tasks that take time away from higher-level project responsibilities
• Assist with additional project and operational administration as trained

Communication & Follow-Up

• Send professional emails and routine project communications
• Follow up on outstanding administrative items
• Coordinate routine meetings and appointments with outside contacts
• Communicate with vendors, clients, or project contacts when directed
• Provide proactive updates and raise questions when information or direction is unclear

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Executive assistant, administrative, or back-office support experience required
• Strong data-entry and documentation skills required
• Calendar and meeting-management experience required
• Professional note-taking and follow-up experience strongly preferred
• Strong written English required
• Experience supporting executives, project managers, or operational teams preferred
• Construction or project-administration experience is a plus but not required
• Ability to learn proprietary software and recurring workflows required

IDEAL CANDIDATE PROFILE

• Highly organized and detail-oriented
• Proactive rather than waiting for constant direction
• Strong executive-assistant or back-office administrative background
• Excellent written and spoken English
• Strong meeting-note and documentation skills
• Dependable with repetitive, detail-sensitive work
• Comfortable supporting both an owner and Project Manager
• Able to learn company-specific systems and processes quickly
• Strong follow-through and accountability
• Interested in growing into greater responsibility over time

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Microsoft Office / Google Workspace
• Calendar & Email Platforms
• Virtual Meeting Platforms
• AI / Meeting Note-Taking Tools
• Project Tracking / Data Entry Systems — Training Provided

Work Schedule

• Contracted Hours per Week: 30 Hours (Expected to increase based on performance and workload)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: CST Business Hours — TBD

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level
• Contracted Hours per Week: 30 hours/week (Expected to increase based on performance and workload)
• Daily Working Time: CST Business Hours — TBD
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Excellent Written and Spoken English Required)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!