Executive Operations Assistant | Construction Industry

Position Summary

Seeking a highly organized and proactive Executive Operations Assistant to support the Vice President across multiple operational functions including Human Resources, Accounting Coordination, and Production Operations. The role serves as a centralized support function focused on communication, operational visibility, project coordination, reporting, and executive support.

Key Responsibilities

Executive Support Support the Vice President with daily operational and administrative activities Coordinate priorities across departments Maintain operational visibility and reporting Facilitate communication flow between teams Track follow-through on key initiatives Human Resources Support Coordinate recruiting and onboarding activities Schedule interviews and communicate with candidates Maintain employee setup documentation Support internal employee communications Accounting Coordination Support Assist with QuickBooks-related coordination Organize accounting documentation Support financial and operational reporting Help maintain tracking systems and reporting visibility Production and Operations Support Maintain scheduling visibility for active projects Coordinate production schedules and communications Support operational continuity across teams and crews Identify and escalate scheduling conflicts or operational blockers Email Management Monitor and organize executive inboxes Prioritize incoming communications Flag urgent and time-sensitive matters Maintain communication responsiveness across departments

Priority Structure

Candidates must be comfortable balancing competing priorities in the following order: Production Operations Accounts Receivable and Financial Follow-Up Human Resources and Administrative Coordination

Required Qualifications

Experience Executive Assistant or Executive Support experience Experience supporting leadership teams remotely HR support experience Accounting or financial administrative support experience Experience coordinating schedules, meetings, and operational follow-ups Skills Strong organizational skills Excellent time management Ability to multitask effectively Strong written and verbal English communication High attention to detail Professionalism and discretion with confidential information Independent work capability Strong problem-solving ability Process improvement mindset Ability to thrive in a fast-paced environment

Tools and Systems

Required / Preferred Exposure QuickBooks ServiceTitan Google Workspace Operational reporting systems