Executive Assistant (Job ID: MARSAM2EA)

InsideOutVAS; United States; Vor Ort; USD 22.000 - 25.000; Vollzeit

Zusammenfassung

InsideOutVAS is seeking an Executive Assistant and Operations Coordinator to serve as the CEO's operational partner. You will manage pre-construction bid pipelines, streamline executive communications with AI tools, maintain SOPs, and help protect the CEO's focus time.

You will oversee bid processes, stay on top of deadlines, and coordinate with subcontractors and trade partners. This role blends admin with strategic operations in a fast-paced construction environment.

Qualifikationen

• Flawless written and spoken English with a clear professional voice.
• Proficient in Google Workspace and comfortable using AI tools to boost productivity.
• Excellent organization with strict bid deadlines and accurate documents.
• Strong understanding of construction docs (blueprints, specs, RFIs).
• Self-starter who proactively updates with solutions.
• Conversational or fluent Spanish is a plus for subcontractors.

Aufgaben

• Bid & Pipeline Management: monitor bid boards and update the central bid log in real time.
• Manage deadlines for bid walkthroughs, site visits, and submissions.
• Organize specifications, architectural plans, and bid packages into project folders.
• Track COIs, W-9s, and subcontracts for subcontractor compliance.
• Maintain change order logs and RFIs; keep project status spreadsheets current.
• Coordinate inbox triage and draft replies in the owner's voice.
• Coordinate communication with trade partners, suppliers, and subcontractors.
• Use AI tools daily to draft correspondence and summarize proposals.

Kenntnisse

Communication

Tech & AI Savvy

Detail & Deadline Driven

Construction Familiarity

Problem Solver

Bilingual Spanish

Tools

Google Workspace

Google Gemini

ChatGPT

Claude

Jobbeschreibung

Job Details at a Glance

Job Title: Executive Assistant

Job ID: MARSAM2EA

Industry: Construction

Location: LATAM / PH / South Africa

Job Status: Full Time

Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM (EST)

Salary: $2000 to $2200 per month

Target Start Date: ASAP

About the Client

Our client is an established US-based commercial construction firm specializing in bidding on and executing mid-to-large-scale commercial projects. With a long-standing reputation in the industry, the company relies on strong trade/subcontractor relationships, precise project timing, and rigorous bid evaluations to sustain steady business growth.

About the Role

As Executive Assistant and Operations Coordinator, you will act as the CEO's primary operational partner and "right hand." Working alongside Inside Out's integration framework, this role goes beyond traditional admin work. You will manage pre-construction bid pipelines, streamline executive communications using AI tools, maintain operational SOPs, and protect the CEO's focus time.

Key Responsibilities

• Bid & Pipeline Management (Primary Focus)
  • Daily Bid Board Monitoring: Review subscribed bid boards daily to identify, screen, and flag matching commercial opportunities early. (Checking daily is critical-missing a day means missing bids).
  • Bid Log Maintenance: Own, update, and maintain the central bid log in real-time, ensuring all active opportunities, statuses, submission dates, and outcomes are accurately tracked for the team.
  • Walkthrough & Deadline Scheduling: Coordinate and log mandatory bid walkthroughs, site visits, and submission deadlines without overlap.
  • Spec & Folder Organization: Compile specification documents, architectural plans, and bid packages into clean, structured project folders.
  • Subcontractor Compliance & Risk Management: Track and verify subcontractor compliance documents – such as Certificates of Insurance (COIs), W-9s, and signed subcontracts – to ensure the firm meets legal and project requirements before work begins.
  • Change Order & Project Tracking: Maintain change order logs, track Requests for Information (RFIs), and update project status spreadsheets to keep the pipeline transparent and organized.
• Inbox & Communication
  • Inbox Triage: Monitor and clear the owner's inbox daily, flagging urgent items and maintaining clear communication.
  • Drafting Replies: Draft inquiry responses, vendor updates, and follow‑ups in the owner's voice.
  • Subcontractor Coordination: Handle routine back‑and‑forth communication with trade partners, suppliers, and subcontractors.
• AI & Operational Support
  • AI Tool Integration: Use AI tools (specifically Google Gemini, ChatGPT, or Claude) daily as a thinking partner to evaluate spec documents, review proposals, and draft correspondence faster.
  • Workflow & Deadline Tracking: Maintain a clear, live view of active bids, due dates, and outstanding action items.
  • SOP & Process Documentation: Keep internal bidding workflows, daily procedures, and administrative routines documented and organized.
  • Executive & Life Admin: Safeguard the owner's calendar for site visits and high-level decision‑making, helping with general administrative needs as requested.

Qualifications & Skills

• Core Requirements:
  • Communication (Non‑Negotiable): Flawless written and spoken English with a clear, easy‑to‑understand voice and minimal accent for professional client and vendor calls.
  • Tech & AI Savvy: Proficient in Google Workspace (Gmail, Docs, Sheets, Drive) and comfortable leveraging generative AI tools (Gemini, ChatGPT, Claude) to increase daily productivity.
  • Detail & Deadline Driven: Exceptional organization skills with acute awareness of strict bid deadlines, mandatory meetings, and document accuracy.
  • Construction Familiarity: Strong understanding of standard construction documentation (such as blueprints, architectural specs, addenda, and RFIs) to help hit the ground running.
  • Problem Solver: A self‑starter who brings solutions and proactive updates rather than needing step‑by‑step direction.
• Bonus Points:
  • Bilingual Proficiency (Strong Plus): Conversational or fluent Spanish is highly preferred to assist with Spanish‑speaking subcontractors and field teams.