Executive Assistant (Job ID: MARSAM2EA)

Insideoutva; South Africa; Remote; ZAR 368,000 - 405,000; Full time

Job summary

Insideoutva seeks an Executive Assistant and Operations Coordinator to act as the CEO's primary operational partner, overseeing bid pipelines, communications, and SOPs. You will leverage AI tools to streamline responses and keep executives focused on high‑level decisions.

The role requires strong English communication, construction familiarity, and proactive problem solving. This is a remote, full‑time opportunity supporting a US-based firm with EST hours.

Qualifications

• Flawless written and spoken English for client and vendor calls.
• Proficient in Google Workspace and AI tools to boost productivity.
• Excellent organization with strict bid deadlines and meetings.
• Strong understanding of construction docs (blueprints, specs, RFIs).
• Self-starter with proactive updates.

Responsibilities

• Bid & Pipeline Management: monitor bid boards, maintain logs, schedule walkthroughs and deadlines.
• Inbox & Communication: triage inbox, draft replies, coordinate with subcontractors.
• AI & Operational Support: use AI tools for review and faster correspondence; track workflows and SOPs.
• Executive & Life Admin: protect CEO's calendar and assist with admin tasks as needed.

Skills

Communication

Tech & AI Savvy

Detail & Deadline

Construction Knowledge

Problem Solving

English Proficiency

Job description

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

Are you a highly organized, proactive professional with a background in construction operations? We are looking for an exceptional Executive Assistant to serve as the primary operational partner and "right hand" to the CEO of an established US-based commercial construction firm!

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

1. 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.

2. 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.

3. 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.

• C1 ENGLISH LEVEL IS REQUIRED.

The selected candidate will be speaking strictly in English during their whole shift.

Bonus Points:

• Bilingual Proficiency (Strong Plus): Conversational or fluent Spanish is highly preferred to assist with Spanish-speaking subcontractors and field teams.