3 hours ago
Executive Assistant
CONFITENCE
Hybrid
Full Time
$85,000
Hybrid
Job Overview
Job TitleExecutive Assistant
Job TypeFull Time
Offered Salary$85,000
LocationHybrid
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Job Description
Executive Assistant at CONFITENCE
CONFITENCE is seeking an organized, proactive Executive Assistant with excellent C1 English proficiency to support administrative operations, executive scheduling, basic accounting tasks, and light construction project coordination. This remote position is for a growing small company in the construction and real estate sector, operating Monday through Friday from 8:00 a.m. to 5:00 p.m. PST.
Main Responsibilities:
Executive Support
- Management of calendar, meetings, travel, and daily coordination.
- Prioritization of communications (emails, calls, messages).
- Preparation of reports, presentations, proposals, and contracts.
- Tracking critical tasks and key dates.
- Support for planning initiatives and operational projects.
Construction and Project Coordination
- Communication with Project Managers, superintendents, subcontractors, and suppliers.
- Support with permits, inspections, and document control.
- Maintenance of files, change orders, Purchase Orders, and schedules.
- Assistance in bid preparation.
- Monitoring milestones and document accuracy.
Administrative and Operational Support
- Coordination with vendors and suppliers.
- Invoice processing and support for job costing.
- Management of CRM and tools (Planhub, Pipedrive).
- Organization of client meetings and remote visits.
- Document management, follow-up, and return calls.
Requirements:
- Bilingual English–Spanish (C1 English proficiency).
- 2–3 years of experience in administrative or executive assistant roles.
- Excellent organizational and multitasking skills.
- Clear and professional communication.
- Aptitude for learning new tools and processes.
- Experience with CRM or project management tools.
Desirable (not mandatory):
- Basic construction or real estate terminology.
- Knowledge of QuickBooks (training will be provided).
Key skills/competency
- Executive Support
- Calendar Management
- Project Coordination
- Administrative Operations
- CRM Management
- Communication Skills
- Multitasking
- Bilingual (English/Spanish)
- Document Control
- Job Costing Support
How to Get Hired at CONFITENCE
- Research CONFITENCE's culture: Study their mission, values, recent projects in construction/real estate, and employee testimonials on LinkedIn.
- Customize your resume: Highlight bilingual skills, executive support, and project coordination experience, specifically using keywords like "CRM," "Planhub," or "Pipedrive."
- Showcase organizational skills: Provide specific examples of how you've managed complex schedules, prioritized tasks, and handled document control in past roles.
- Prepare for a bilingual interview: Be ready to demonstrate your C1 English and fluent Spanish communication skills through role-playing or situational questions.
- Emphasize remote work readiness: Discuss your experience and strategies for effective communication and productivity in a 100% remote work environment.
Frequently Asked Questions
Find answers to common questions about this job opportunity
01What kind of background is ideal for the Executive Assistant role at CONFITENCE?
02How important is bilingualism for this Executive Assistant position at CONFITENCE?
03What project management tools does CONFITENCE use that an Executive Assistant should be familiar with?
04Can you elaborate on the "light construction project coordination" aspect for the Executive Assistant role at CONFITENCE?
05What does the daily schedule look like for the remote Executive Assistant at CONFITENCE?
06Will training be provided for specific software like QuickBooks for the Executive Assistant at CONFITENCE?
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