Remote Exec Assistant & Ops Coordinator (Construction)

MVAN Enterprises, Inc.; Puerto Bogotá; On-site; COP 53,113,995 - 66,392,494; Part time

Benefits offered by this job

Flexible schedule

Remote work

Long-term engagement

Job summary

MVAN Enterprises, Inc. / Modern Stile Design Build is seeking an Executive Assistant & Operations Coordinator to provide high-level support to two company executives.

This role blends executive assistance, operational coordination, and light construction administration. The majority of your work will involve managing communications, calendars, scheduling, documentation, research, and administrative processes.

Qualifications

• Minimum 5 years of Executive Assistant, Administrative, Operations, Project Coordination, or similar experience supporting U.S.-based companies
• Excellent written and verbal English communication skills
• Exceptional organization, follow-through, and attention to detail
• Strong ability to prioritize tasks and manage multiple responsibilities independently
• Professional, dependable, and highly responsive
• Comfortable working in a remote environment with minimal supervision
• Strong proficiency with Microsoft Office 365, Outlook, Word, Excel, OneDrive, and Microsoft Teams
• Experience using AI tools to improve productivity and workflows
• High level of discretion and professionalism when handling confidential information
• Willingness to learn construction-related processes and terminology

Responsibilities

• Executive Support: Manage executive email inboxes and prioritize communications
• Draft, organize, and respond to correspondence as appropriate
• Coordinate meetings, appointments, and scheduling
• Manage executive calendars and resolve scheduling conflicts
• Assist with travel planning and logistics when needed
• Communication & Coordination: Communicate professionally with team members, vendors, subcontractors, and business partners
• Conduct outreach for scheduling, follow-ups, and information gathering
• Ensure important tasks and deadlines remain on track
• Document & Process Management: Organize files and documentation using OneDrive, SharePoint, and internal systems
• Maintain accurate records and administrative documentation
• Assist with developing and documenting workflows and Standard Operating Procedures (SOPs)
• Help improve organizational processes and efficiency
• Vendor & Construction Administration Support: Research vendors and subcontractors
• Collect and organize documentation such as insurance certificates and W-9 forms
• Verify licenses, registrations, and compliance requirements when needed
• Distribute project information and collect bid responses
• Organize submissions and documentation for executive review
• Help ensure subcontractors follow established administrative processes
• Operations Support: Assist with special projects and executive priorities
• Conduct research and compile information for decision-making
• Support ongoing operational improvements across the business

Skills

Executive support

Administrative experience

Operations coordination

Project coordination

English communication

Tools

Microsoft 365

Outlook

Word

Excel

OneDrive

Microsoft Teams

AI tools

Adobe Sign

Job description

MVAN Enterprises, Inc. / Modern Stile Design Build is seeking an Executive Assistant & Operations Coordinator to provide high-level support to two company executives.

This role blends executive assistance, operational coordination, and light construction administration. The majority of your work will involve managing communications, calendars, scheduling, documentation, research, and administrative processes.