Executive Assistant & Ops Coordinator: AI-Driven Bids

Inside Out Hiring; United States; Remote; USD 22,000 - 25,000; Full time

Job summary

Inside Out Hiring is assisting a US-based construction client in hiring an Executive Assistant and Operations Coordinator. The role acts as the CEO's operational partner, managing pre-construction bid pipelines, coordinating communications, and maintaining SOPs to ensure efficient executive workflow.

You will use Google Workspace and AI tools daily, keep deadlines on track, and coordinate with trade partners and vendors.

Qualifications

• Flawless written and spoken English with a professional voice for client calls.
• Conversational or fluent Spanish is a strong plus for subcontractors.
• Proficient in Google Workspace and AI tools to boost productivity.
• Detail-oriented with strict bid deadlines and accurate documentation.
• Self-starter who proactively provides updates and solutions.

Responsibilities

• Bid & Pipeline Management: monitor bid boards, identify opportunities, and flag matches.
• Inbox & Communication: triage owner’s inbox, draft replies, coordinate with subs.
• AI & Operational Support: use AI tools daily, track workflows, document SOPs, protect focus time.

Skills

English proficiency

Bilingual Spanish

AI tools savvy

Google Workspace

Deadline-driven

Problem solving

Tools

Google Workspace

Gemini

ChatGPT

Claude

Job description

Inside Out Hiring is assisting a US-based construction client in hiring an Executive Assistant and Operations Coordinator. The role acts as the CEO's operational partner, managing pre-construction bid pipelines, coordinating communications, and maintaining SOPs to ensure efficient executive workflow.

You will use Google Workspace and AI tools daily, keep deadlines on track, and coordinate with trade partners and vendors.