Executive Assistant

Job Description: Executive Assistant

Key Responsibilities

Executive Support

∙Manage executive calendar, appointments, and scheduling.

∙Organize and prioritize emails, ensuring timely responses and follow-ups.

∙Handle day-to-day administrative tasks and communication.

∙Prepare meeting notes and track action items.

∙Coordinate with clients, vendors, subcontractors, and internal staff.

Project Coordination

∙Convert site visit information into organized project documentation.

∙Prepare estimates by organizing project photos, notes, and supporting documentation.

∙Track project progress and maintain task timelines.

∙Ensure follow-ups on pending estimates, invoices, and customer communications.

∙Coordinate between office staff and field teams.

Administrative Operations

∙Organize incoming invoices and documentation.

∙Maintain digital filing systems and records.

∙Track project-related documentation and reports.

∙Assist with document preparation and data management.

∙Monitor deadlines and ensure timely completion of assigned tasks.

AI & Process Automation

∙Utilize AI tools (ChatGPT, Claude AI, etc.) to improve productivity.

∙Suggest workflow improvements and automation opportunities.

∙Create SOPs and streamline repetitive administrative processes.

∙Research and recommend technology solutions to improve operational efficiency.

CRM & Software Support

∙Work alongside the Go High Level specialist by maintaining CRM data accuracy.

∙Update customer information and project records.

∙Generate reports and maintain organized CRM documentation.

∙Support software adoption across business operations.

Required Skills & Qualifications

∙Bachelor's degree in Business Administration, Commerce, or a related field.

∙3+ years of experience as an Executive Assistant, Project Coordinator, or Administrative

Executive.

∙Strong organizational, multitasking, and time management skills.

∙Excellent written and verbal English communication.

∙Proficiency in Microsoft Office, Google Workspace, and CRM platforms (Go High Level

preferred).

∙Experience with AI tools such as ChatGPT, Claude AI, or similar productivity platforms.

∙Ability to manage calendars, emails, project coordination, documentation, and

stakeholder communication.

∙Strong problem-solving skills, attention to detail, and ability to work independently.

∙Experience in construction, home services, or project-based businesses is an added

advantage.

US Shift

Salary - 4 - 4.5 LPA