Remote Executive Assistant — Ops & Accountability

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

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.