Construction Executive Assistant (US construction experience is required)

WorkStaff360 Inc.; Philippines; Remote; PHP 2,864,000 - 4,774,000; Full time

Job summary

WorkStaff360 Inc. seeks a Construction Executive Assistant with US construction experience to support the General Manager.

The role focuses on inbox management, drafting professional correspondence, calendar control during California hours, and coordinating meetings with project teams, owners, GCs, and vendors. Ideal candidates have construction administration background, expe­rience with RFIs, submittals, change orders, and strong organizational skills.

Qualifications

• Excellent written and spoken English; professional communication and follow‑through.
• Experience supporting a construction executive or senior project leader is required.
• Working knowledge of construction workflows, RFIs, submittals, change orders, drawings/specifications.

Responsibilities

• Monitor and organize the General Manager's inbox and flag urgent items.
• Draft emails, meeting requests, and routine correspondence for approval.
• Manage the General Manager's calendar during California business hours.
• Prepare meeting agendas, capture decisions, and distribute minutes.
• Provide weekly summaries of open items and overdue actions.
• Coordinate travel, prepare transmittals, logs, and project records.

Skills

English proficiency

Strong organizational skills

Independent work

Effective communication

Time management

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

Microsoft Teams

Procore

Bluebeam

Dropbox

Job description

ROLE: Construction Executive Assistant (US construction experience is required)

JOB DESCRIPTION:

• Monitor and organize the General Manager's inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages.
• Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review.
• Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients.
• Track unanswered messages and help ensure important communications receive timely responses.
• Manage the General Manager's calendar, appointments, and deadlines during California business hours.
• Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners.
• Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes.
• Send reminders and coordinate follow-up on commitments made during management and project-related meetings.
• Maintain an organized list of the General Manager's priorities, delegated tasks, and outstanding action items.
• Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed.
• Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
• Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Manager's attention.
• Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
• Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
• Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review.
• Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs.
• Collect status updates from department leaders and project personnel as requested.
• Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input.
• Help the General Manager prepare for weekly discussions with the company President.

HARD REQUIREMENTS:

• Prior experience in construction administration, project coordination, or executive/administrative support within a construction company.
• Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings/specifications, subcontractors, trades, and trade responsibilities.
• Excellent written and spoken English; professional communication and strong follow-through.
• Proficiency in Microsoft Outlook, Excel, Word, and Teams; ability to manage shared files, calendars, and multiple priorities.
• Strong organization, attention to detail, discretion with confidential information, and ability to work independently.
• Availability and responsiveness during California business hours.
• Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
• Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools is preferred.
• Exposure to general contracting, electrical contracting, commercial construction, or public works projects is preferred.
• Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up.