Executive Assistant (Job ID: ERWSAM1EA)

Insideoutva; Idaho; Hybrid; USD 20,000 - 22,000; Full time

Job summary

Insideoutva is seeking an Executive Assistant to serve as the central operational backbone for a growing construction and project estimating firm. This remote-friendly role covers meeting prep, action-item tracking, executive reporting, and compliance monitoring.

You will lead ML-10 Meeting Secretary duties, calendar triage, vendor coordination, and light financial support, ensuring cross-department commitments are met and critical items are not missed.

Qualifications

• 3+ years experience as an Executive Assistant, Operations Coordinator, or Administrative Project Manager supporting senior leadership.
• Fluent English required; Spanish proficiency is a strong preference.
• Experience supporting operations in construction, trades, or estimating is highly desirable.
• Proven track record in pre-meeting preparation, agenda development, and secretary record-keeping.
• Strong organizational skills with attention to detail and ability to drive accountability.

Responsibilities

• Prepare meeting logistics and agendas; gather pre-read materials and reminders.
• Serve as ML-10 Meeting Secretary; record attendance and capture key decisions.
• Distribute meeting summaries within 24 hours and track action items.
• Maintain executive dashboards and weekly progress reports; provide analytical insights.
• Manage executive calendars and inbox triage; screen calls and schedule client meetings.
• Support compliance calendar, licensing reminders, and monthly reporting.
• Assist estimating and administrative workflows; draft SOPs and coordinate signatures.

Skills

Executive support

Operations coordination

Agenda management

Record keeping

Communication

Tools

Microsoft Office

AI/Automation tools

Cadana

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant!

Are you a highly assertive, proactive professional with a knack for driving accountability and operational excellence? We are looking for an exceptional Executive Assistant to serve as the central operational backbone and ML-10 Meeting Secretary for a fast-growing construction and project estimating company in Southern California!

Job Details at a Glance

• Job Title: Executive Assistant
• Job ID: ERWSAM1EA
• Industry: Construction / Estimating
• Location: LATAM
• Job Status: Full Time
• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM Pacific Time (Assistance required after hours at times. Saturdays, 2-hour call required.)
• Salary: $1800 to $2000 per month
• Target Start Date: ASAP

About the Client

Our client is a fast-growing company operating within the construction, project estimating, and management support sector, serving commercial and residential clients across Southern California. Their scope includes detailed project estimating, submittal tracking, purchase order management, and administrative support services. The organization operates with a hybrid workforce comprising both office-based and remote staff. To support their rapid expansion, the company is actively formalizing KPI-driven performance management, standardized workflows, and structured accountability systems across all departments.

About the Role

The role exists to professionalize the administrative, operational, and meeting functions surrounding the executive team's weekly operational cadence. This role serves as the central operational backbone to reclaim executive time and enforce company-wide accountability.

As the Virtual Executive Assistant (Operations & Accountability), acting as our internal ML-10 Meeting Secretary, you will oversee meeting preparation and administration, action-item tracking, executive reporting, corporate compliance monitoring, intake coordination, and light financial support. Working as an independent, assertive record-keeper, you will ensure that cross-departmental commitments are met, deadlines are honored, and critical business items never slip through the cracks.

Key Responsibilities

1. Departmental & Operations Meeting Management (M10 Cadence) — ~40%

• Meeting Preparation & Logistics: Drive pre-meeting readiness, manage agendas, gather pre-read materials, clarify topic priorities, and send pre-meeting reminders.
• ML-10 Meeting Secretary (Official Record-Keeper): Serve as the official secretary for assigned meetings—recording attendance, documenting key points, capturing decisions, and identifying responsible parties.
• Meeting Summaries: Standardize formats and distribute comprehensive meeting summaries within 24 hours.
• Action-Item Tracking & Follow-Up: Actively track action items, monitor unresolved items, flag delays, and follow up assertively with managers and executives.
• Urgent Escalation: Immediately escalated urgent or unresolved bottlenecks directly to executive leadership.

2. Executive Reporting & Accountability Coordination — ~20%

• Executive Dashboards: Maintain action-item trackers and consolidated accountability dashboards.
• Weekly Progress Tracking: Prepare weekly consolidated reports across all departments tracking commitments and completion rates.
• Analytical Insights: Identify trends, friction points, and delays requiring executive intervention.
• Executive Calendar & Inbox Triage: Manage calendars and Outlook inbox triage to prioritize executive time.
• Call Screening & Client Scheduling: Screen/route incoming calls and schedule meetings with external clients.

3. Corporate Administration & Compliance Tracking — ~25%

• Compliance Calendar: Maintain a centralized corporate compliance calendar across all assigned companies.
• Licensing & Renewals: Track business licenses, registrations, and regulatory compliance deadlines; produce a monthly Business License Status Report.
• Property Tax Reminders: Monitor property tax deadlines and issue structured reminders (30, 15, 7, and 2 days prior to due dates).
• Documentation Register: Maintain copies of notices and compliance documentation with monthly reviews.
• Monthly Accounting Excel Support: Update accounting spreadsheets, collect financial data/invoices, track expenses, and identify discrepancies.

4. General Office, Research & Estimating Support — ~15%

• Estimating Department Intake: Coordinate client intake requests, organizing and routing initial details.
• Research & Initial Outreach: Conduct vendor outreach and research to advance action items.
• SOP & Workflow Documentation: Document SOPs and administrative workflows.
• Special Projects: Draft executive presentations, coordinate signatures, and handle adjacent project coordination.

Authority Limitations This is a tracking, reporting, and coordination role. You will not:

1. Process, authorize, or execute tax or vendor payments.
2. Direct or manage department staff operations.
3. Assume personal ownership for completing work assigned to other employees.
4. Possess unilateral executive decision-making authority.

Qualifications & Skills

Non-Negotiable Character Traits:

• Fixed Sense of Urgency: Treats deadlines as hard commitments.
• Friendly but Stern (Ownership Representation): Friendly but stern demeanor; represents ownership well by commanding respect and driving accountability without friction.
• High Assertiveness & Confidence: Comfortable following up persistently to enforce accountability.
• Absolute Discretion: Proven history of handling confidential corporate/financial information.
• Proactive Independence: Ability to anticipate executive needs and work autonomously.

Key Qualifications:

• Experience: 3+ years of experience as an Executive Assistant, Operations Coordinator, or Administrative Project Manager supporting senior leadership.
• Language: Professional fluency in English is required; Spanish language proficiency is a strong preference.
• Industry Experience: Experience supporting operations in the construction, trades, or estimating sector is highly desirable.
• Meeting & Cadence Operations: Proven track record in rigorous pre-meeting preparation, agenda development, and secretarial record-keeping.
• Detail & Analytical Mindset: Exceptional organizational skills to spot patterns, delays, and inconsistencies.

Tech Stack

• Core Office Tools: Advanced proficiency in Microsoft Office (Excel, Outlook, Teams, Word).
• AI & Automation Tools: Comfort using AI-based productivity tools (e.g., ChatGPT) and daily AI reporting software (e.g., Cadence AI).
• Systems & Platforms: Experience using digital tracking systems, phone/extension routing systems, and payment/payroll platforms (e.g., Cadana).