Executive Assistant

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

Keep projects moving. Keep the team organized. Make sure nothing falls through the cracks.

When projects get busy, small details can turn into big problems. Missed emails, late updates, and forgotten follow-ups can slow down the entire team.

We're looking for a proactive, highly organized Executive Assistant to support the owner and Senior Project Manager with daily operations. You'll help keep communication clear, tasks on track, and important information organized so the team can focus on getting the work done.

If you're someone who takes initiative, solves problems, and makes sure things get finished without constant reminders, this role is for you.

What You'll Do

• Manage communication: Organize the 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 make sure important matters get the attention they need.
• 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.

What You'll Bring

• 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 make sure people meet their deadlines.
• Confidence in following up with people and asking for clear answers and timelines.
• Strong attention to detail and the ability to spot missing information before it becomes a problem.
• Excellent written communication skills and good professional judgment.
• Comfort using AI tools and learning new software quickly.
• The ability to handle confidential information with care and discretion.

Construction or contracting experience is a plus, but not required. We value strong organizational skills, initiative, and the ability to keep work moving.

Why This Role Matters

You'll play a key role in helping the business run smoothly. Your work will give the owner and Senior Project Manager better visibility into daily operations, fewer missed details, and more time to focus on projects and business growth.

This is a great opportunity for someone who enjoys taking ownership, improving systems, and becoming the person the team can rely on.

Ready to Make Things Happen

If you're organized, resourceful, comfortable with technology, and always one step ahead, we'd love to hear from you. Help us turn daily chaos into clear priorities, organized projects, and consistent results.