Administrative Assistant

Globaltize; United States; Remote; USD 50,000 - 75,000; Full time

Job summary

Globaltize is seeking a highly organized Executive Assistant to support our company owner in the construction industry. This remote role focuses on bid coordination, client communications, project documentation, and day-to-day administration.

You will manage calendars, track bid deadlines, prepare documents, and collaborate with estimators and project managers to keep projects moving. Strong Excel and Office 365 skills, plus excellent English, are essential.

Qualifications

• 3+ years as EA or Senior Admin.
• Experience supporting executives in construction.
• Advanced Excel skills including formulas.
• Proficiency with Office 365.
• Excellent written and verbal English.
• Experience managing client communications and executive calendars.
• Ability to work independently.
• Reliable with a stable work history.

Responsibilities

• Manage executive inbox, calendar, and priorities.
• Follow up with clients on bids, proposals, and next steps.
• Coordinate and track bid deadlines to ensure timely submissions.
• Prepare, organize, and maintain project documentation and change orders.
• Maintain Excel trackers and reports for bids, projects, and follow-ups.
• Coordinate with estimators, project managers, and internal stakeholders.
• Organize digital files and ensure documentation remains accurate and up to date.
• Represent the executive professionally in client communications via email and phone.

Skills

Executive support

Construction industry

Excel advanced

Office 365

English fluency

Client communication

Calendar management

Independent work

Reliability

Tools

Office 365

Sage 100

Bluebeam

Job description

Executive Assistant (Construction Industry)

Location: Remote, Latin America

Overview

We're looking for a highly organized and proactive Executive Assistant with experience supporting leaders in the construction industry. In this role, you'll serve as the right hand to the company owner, managing bid coordination, client communication, project documentation, and day-to-day administrative operations.

This is an opportunity to make a direct impact in a fast-paced environment where responsiveness and attention to detail drive business success. You'll play a key role in keeping projects moving, ensuring deadlines are met, and helping secure new business opportunities.

Key Responsibilities

• Manage the executive's inbox, calendar, and daily priorities.
• Follow up with clients on submitted bids, proposals, and next steps.
• Coordinate and track bid deadlines to ensure timely submissions.
• Prepare, organize, and maintain project documentation and change orders.
• Maintain Excel trackers and reports for bids, projects, and follow-ups.
• Coordinate with estimators, project managers, and internal stakeholders.
• Organize digital files and ensure documentation remains accurate and up to date.
• Represent the executive professionally in client communications via email and phone.

Requirements

• 3+ years of experience as an Executive Assistant, Senior Administrative Assistant, or Administrative Coordinator.
• Previous experience supporting executives within the construction industry.
• Advanced Microsoft Excel skills, including formulas and spreadsheet management.
• Strong proficiency with Microsoft Office 365.
• Excellent written and verbal English communication skills.
• Experience managing client communications, documentation, and executive calendars.
• Ability to work independently with minimal supervision.
• Consistent work history demonstrating reliability and career stability.

Nice to Have

• Experience in commercial concrete, general construction, or architecture.
• Familiarity with construction terminology, bidding processes, and change orders.
• Experience with Sage 100 or Bluebeam.

Why Join

Join a growing construction business where you'll work closely with leadership, take ownership of critical operations, and make a visible impact on the company's success.