Executive Assistant

2 weeks ago

Long Beach, United States Teams Squared Full time

Executive Assistant This is a remote position. We're seeking an experienced Executive Assistant to support a high-performing executive team in the construction industry. You will play a critical role in ensuring the leadership team runs efficiently, managing everything from scheduling and project tracking to vendor coordination and client-facing communication. This position is ideal for someone who thrives in a fast-paced, dynamic industry and has prior experience supporting C-level executives or leadership teamsideally in construction, real estate development, or a related field. Key Responsibilities: Calendar management, meeting coordination, and travel planning for company executives Prepare presentations, reports, and meeting minutes Track action items and ensure deadlines are met Coordinate with internal departments and external stakeholders (including vendors, subcontractors, and clients) Assist in project documentation and compliance paperwork Manage inboxes and draft correspondence Conduct basic research and compile summaries for decision-making Support HR, finance, and ops with administrative tasks as needed Requirements: Proven experience as an Executive Assistant, Personal Assistant, or similar administrative role Familiarity with the construction industry or working with contractors, subcontractors, or project managers Strong understanding of Australian business etiquette and communication styles Comfortable working with teams across time zones, particularly AEST Experience managing multiple stakeholders and fast-moving schedules Tech-savvy, with a working knowledge of platforms like Google Workspace, Microsoft Office, Slack, Zoom, and project tools like Asana or Monday.com Outstanding written and verbal communication skills Highly organized with excellent time-management abilities Ability to handle sensitive information with discretion Proactive and resourceful, with strong problem-solving skills Prior experience supporting construction executives or project teams Knowledge of construction terminology and documentation (e.g., RFIs, POs, site reports) Previous experience working remotely for Australian or international clients Bachelor's degree in Business Administration, Communications, or related field (preferred but not required) Benefits: Competitive hourly rate Fully remote, flexible work schedule Work with high-growth, international companies Opportunity to work long-term with clients Ongoing support from the Teams Squared management team Access to a global talent community At Teams Squared, we're committed to building strong, diverse teams for some of the most exciting companies in the world. We match world-class talent with world-class companiesand make the process seamless for everyone involved. If you're passionate, resourceful, and love enabling leaders to do their best workthis role is for you. Note: Only candidates who make it to our shortlist will be contacted for further discussions.

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