Remote Executive Assistant — Estimation & Marketing Support

Virtual Assist; United States; Remote; USD 55,000 - 85,000; Full time

Benefits offered by this job

Work-from-home opportunity

Growth opportunity

Collaborative environment

Job summary

Virtual Assist is seeking an Executive Assistant to provide strategic, administrative, and operational support to company leadership. The role emphasizes organizing executive operations, assisting with project estimates, client communications, and marketing initiatives for a construction/home services context.

The ideal candidate has 3+ years of EA or similar experience, with exposure to estimating workflows and marketing coordination.

Qualifications

• 3+ years of experience as an Executive Assistant or similar role.
• Experience supporting construction, home services, roofing, landscaping, restoration, or related industries is highly preferred.
• Experience supporting construction estimating processes, bid preparation, or project coordination.
• Background in social media management, digital marketing, or marketing coordination.
• Excellent written and verbal English communication skills.
• Advanced proficiency with Google Workspace and/or Microsoft Office applications.
• Experience using project management platforms such as ClickUp, Asana, Trello, Monday.com, or Notion.
• Familiarity with CRM platforms such as HubSpot, Salesforce, JobNimbus, Jobber, Buildertrend, ServiceTitan, Zoho, or similar software.
• Experience with estimating software such as PlanSwift, Buildertrend, STACK, Procore, Bluebeam, or similar platforms is a strong advantage.
• Basic knowledge of Canva, Adobe Express, or similar graphic design tools.
• Strong organizational, analytical, and problem-solving skills.
• Exceptional attention to detail with the ability to manage multiple priorities simultaneously.
• Ability to work independently while maintaining consistent communication with leadership.

Responsibilities

• Coordinate and maintain complex executive schedules, ensuring efficient time management and prioritization of commitments.
• Arrange internal and external meetings, including scheduling, logistics, agenda preparation, and follow-up tracking.
• Serve as the primary point of contact for executive communications, managing correspondence and ensuring timely responses.
• Screen, organize, and prioritize incoming emails, messages, and requests to maximize executive productivity.
• Prepare reports, presentations, proposals, and business documents for meetings and decision-making.
• Track action items, deadlines, and deliverables to ensure projects remain on schedule.
• Manage executive travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Organize digital files, contracts, client documents, and confidential records.
• Develop and improve administrative processes to increase operational efficiency.
• Handle special projects and ad hoc assignments while maintaining quality and meeting deadlines.
• Assist with creating marketing materials, graphics, presentations, and promotional content.
• Coordinate marketing campaigns, newsletters, and email communications.
• Monitor social media engagement and respond to inquiries when appropriate.
• Track marketing performance metrics and prepare monthly reports.
• Assist in maintaining website content, company profiles, and online listings.
• Coordinate photo and video assets from completed projects for marketing purposes.
• Support branding initiatives and ensure consistency across all marketing channels.
• Maintain CRM platforms, customer databases, and operational records with accuracy.
• Assist with client relationship management, including follow-ups, scheduling, and maintaining communication.
• Conduct research on competitors, industry trends, vendors, and business opportunities.
• Support recruitment activities by coordinating interviews and maintaining hiring records.
• Track expenses, invoices, reimbursements, and administrative budgets.
• Collaborate with cross-functional teams to ensure smooth communication and project execution.

Skills

Executive support

Scheduling & calendar management

Communication

Organization

Problem‑solving

Independent work

Attention to detail

Tools

Google Workspace

Microsoft Office

Notion

ClickUp

Asana

Trello

HubSpot

Salesforce

Buildertrend

Canva

Job description

Virtual Assist is seeking an Executive Assistant to provide strategic, administrative, and operational support to company leadership. The role emphasizes organizing executive operations, assisting with project estimates, client communications, and marketing initiatives for a construction/home services context.

The ideal candidate has 3+ years of EA or similar experience, with exposure to estimating workflows and marketing coordination.