AI-Powered Executive Assistant & Project Ops Lead

Real Hires LLC; Philippines; On-site; PHP 279,000 - 558,000; Full time

Job summary

Real Hires LLC seeks an Executive Assistant to support the owner and Senior Project Manager with daily operations, keeping communication clear and tasks organized. The role focuses on proactive problem solving, calendar management, and ensuring information is accurately captured in systems like ClickUp and CompanyCam.

You will coordinate with field crews, office staff, clients, and vendors, tracking deadlines and deliverables while using AI tools to improve efficiency and reduce manual work.

Qualifications

• Several years of experience in operations, administration, project coordination, or a similar role.
• Strong organizational skills and the ability to manage several priorities at once.
• A proactive mindset. You spot problems, ask the right questions, and take action without waiting to be told.
• Excellent follow-through. You keep track of commitments and meet deadlines.
• Comfort using AI tools and learning new software quickly.

Responsibilities

• Manage communication: Organize inbox, respond to emails, flag important messages, and follow up on pending items.
• Keep projects organized: Collect job photos, videos, recordings, bids, and updates. Use AI tools to turn information into clear records and next steps.
• Connect the team: Coordinate with field crews, office staff, clients, vendors, pricing, and finance to keep everyone informed.
• Track every detail: Monitor deadlines, commitments, and open tasks until they are completed.
• Support daily operations: Help the Senior Project Manager manage priorities, field requests, pricing, and project documents.
• Protect the owner's time: Organize the owner's calendar, filter incoming requests, and ensure important matters get attention.
• Keep systems updated: Maintain accurate information in ClickUp, CompanyCam, and reporting tools.
• Prepare daily updates: Share clear reports on project progress, pending tasks, and issues that need attention.
• Use AI to work smarter: Find practical ways to use AI tools to organize information, improve workflows, and save time.

Skills

Communication

Organization

Proactivity

Problem solving

Time management

Tools

ClickUp

CompanyCam

Job description

Real Hires LLC seeks an Executive Assistant to support the owner and Senior Project Manager with daily operations, keeping communication clear and tasks organized. The role focuses on proactive problem solving, calendar management, and ensuring information is accurately captured in systems like ClickUp and CompanyCam.

You will coordinate with field crews, office staff, clients, and vendors, tracking deadlines and deliverables while using AI tools to improve efficiency and reduce manual work.