Executive assistant - with qs background

Executive Assistant (with Quantity Surveying Background)

Remote — Full‑Time — Must Work U.S. Hours (PST Alignment)

Role Summary

The position requires strong judgment, confidentiality, and the ability to operate independently in a fast‑moving environment.

Key Responsibilities

• Manage executive calendars, schedule meetings across multiple time zones, and coordinate internal/external appointments.
• Prepare executive briefs, meeting agendas, follow‑up notes, and action trackers.
• Draft, proofread, and format emails, proposals, presentations, and reports.
• Maintain organized digital filing systems, shared drives, and document control workflows.
• Handle confidential information with discretion and professionalism.

• Review architectural, joinery, MEP, or construction drawings to extract quantities and verify scope alignment.
• Prepare preliminary takeoffs, measurement summaries, and material quantity logs.
• Assist in compiling cost estimates, RFQs, vendor comparisons, and procurement packages.
• Support contract administration tasks such as change order logs, RFI tracking, and progress documentation.
• Coordinate with project managers, estimators, and suppliers to gather technical information.

• Track deadlines, deliverables, and project milestones; escalate risks or delays proactively.
• Maintain project dashboards, status reports, and weekly executive summaries.
• Coordinate communication between internal teams, offshore resources, and U.S.-based clients.
• Support onboarding of new clients, vendors, and team members with structured documentation.

• Serve as a professional point of contact for clients, partners, and vendors.
• Draft polished, client-ready correspondence and ensure timely follow‑ups.
• Prepare executive-level presentations and summaries for client meetings.

• Minimum 5 years of experience as an Executive Assistant, Project Coordinator, with Sales exposure or similar role.
• Background in Quantity Surveying, Estimating, or Construction Management (minimum 2–3 years).
• Strong ability to read and interpret construction drawings and specifications.
• Excellent written and verbal communication skills.
• High proficiency in MS Office including SharePoint, Drop Box, (Excel, Word, PowerPoint), Google Workspace, and PDF markup tools.
• Strong organizational skills, attention to detail, and ability to manage competing priorities.
• Comfortable working independently with minimal supervision.
• Must be willing to work U.S. business hours (PST).

• Experience in high-end residential, joinery/millwork, Stone Tiling and /or interior fit‑out projects. (Pre and Post Contract)
• Familiarity with Take off estimating software (Plan Swift, Bluebeam,).
• Experience supporting C‑suite or senior leadership.
• Prior remote work experience with distributed teams.
• Certified in Go Higher Level, Seamless, Outplay

• Highly reliable, proactive, and solutions‑oriented.
• Strong commercial awareness and understanding of project financials.
• Able to switch seamlessly between administrative tasks and technical QS work.
• Professional, polished communication style suitable for executive and client interaction.
• Strong sense of ownership and accountability.