Description

- Monitor and organize the General Manager's inbox; distinguish urgent project issues, owner/GC requests, subcontractor correspondence, and routine administrative messages.
- Flag time-sensitive RFIs, submittal responses, change order correspondence, schedule notices, and requests requiring management review.
- Draft professional emails, follow-ups, meeting requests, and routine correspondence for approval; communicate clearly with project managers, superintendents, subcontractors, vendors, and clients.
- Track unanswered messages and help ensure important communications receive timely responses.
- Manage the General Manager's calendar, appointments, and deadlines during California business hours.
- Schedule internal meetings and calls with project teams, owners, general contractors, vendors, and trade partners.
- Prepare agendas, attend virtual meetings as requested, capture decisions and action items, and distribute concise meeting minutes.
- Send reminders and coordinate follow-up on commitments made during management and project-related meetings.
- Maintain an organized list of the General Manager's priorities, delegated tasks, and outstanding action items.
- Track administrative follow-ups related to RFIs, submittals, change orders, procurement requests, contract documents, and closeout items as directed.
- Follow up with responsible team members on due dates and status updates without directing field work or making technical decisions.
- Provide clear daily or weekly summaries of open items, overdue responses, and matters requiring the General Manager's attention.




- Organize and file construction correspondence, drawings, specifications, meeting records, RFIs, submittals, change order documentation, and other project records.
- Assist with preparing transmittals, logs, spreadsheets, letters, presentations, and routine administrative forms.
- Maintain accurate naming conventions, document versions, contact lists, and shared folders; help route documents to the appropriate person for review.
- Support meeting preparation, travel arrangements, scheduling, and general executive administrative needs.
- Collect status updates from department leaders and project personnel as requested.
- Prepare a concise weekly summary of outstanding action items, upcoming deadlines, critical correspondence, and issues needing leadership input.
- Help the General Manager prepare for weekly discussions with the company President.

Hard Requirements:

- Prior experience in construction administration, project coordination, or executive/administrative support within a construction company.
- Working knowledge of construction terminology and workflows, including RFIs, submittals, change orders, drawings/specifications, subcontractors, trades, and trade responsibilities.




- Excellent written and spoken English; skilled communication and strong follow-through.
- Proficiency in Microsoft Outlook, Excel, Word, and Teams; ability to manage shared files, calendars, and multiple priorities.
- Strong organization, attention to detail, discretion with confidential information, and ability to work independently.
- Availability and responsiveness during California business hours.
- Experience supporting a construction executive, General Manager, or senior project leader at a U.S.-based contractor.
- Familiarity with Procore, Bluebeam, Dropbox, or similar construction document-management tools is preferred.
- Exposure to general contracting, electrical contracting, commercial construction, or public works projects is preferred.
- Comfort using AI tools responsibly to streamline drafting, organization, and administrative follow-up.

Schedule:

- 40 hours per week
- Monday to Friday
- 7AM - 4PM Pacific Standard Time Zone

Offer and Benefits:

- Weeks 1–4: $5 USD/hour
- Weeks 5–8: $6 USD/hour
- Weeks 9 onwards: $7 USD/hour

About WorkStaff360

Workstaff360 is the ultimate virtual assistance solution. Our range of 360-degree services encompasses Executive Assistance, Virtual Support, Sales, Customer Service, and Bookkeeping. Benefit from the expertise of our carefully selected remote workers, ensuring cost-effectiveness and efficiency to drive your business toward success. Unlock the simplicity of Workstaff360 for streamlined operations and dedicated growth

📌 URGENT: Construction Executive Assistant (US construction experience is required) (Canada)
🏢 WorkStaff360
📍 Canada