Executive Assistant / Project Management Assistant

Position Type: Full-time Independent Contractor (W-8 structure).

Hours: 40 hours per week (with 6–7 hours of West Coast overlap).

Target Start Date: ASAP.

Compensation: $1,000 – $1,500 USD / month.
Sourcing Location: Global

Company Overview

We are a premier construction management and owner’s representative firm based in Los Angeles, California. We manage commercial real estate developments, including commercial tenant improvements, retail, and hospitality spaces, from lease signing to grand opening. Built entirely on a strong foundation of word-of-mouth referrals, we are seeking a highly organized, proactive, and articulate Executive Assistant to handle day-to-day operations and act as a critical business gatekeeper.

Role Mission

As the Executive Assistant, you will serve as the operational backbone of the firm, freeing up the founder to focus on strategic growth and on-site project execution. You will not just passively wait for instruction; you will actively manage up, stay copied on all communication, and ensure that no task or client follow-up falls through the cracks. A warm, friendly demeanor combined with fierce organizational discipline is required.

Key Responsibilities

1. Document Management & Project Tracking

Update internal Excel logs, trackers, and the master Project Management Workbook with incoming project details, contact lists, and budget data.
Download, systematically categorize, and organize incoming project files and submittals into the company's secure cloud folders.
Assemble executable master agreements by compiling standalone signed signature pages returned by clients back into the full contracts.

2. Proactive Communication & Meeting Support

Take detailed, accurate notes during internal and external calls and efficiently distribute them to the relevant project teams.
Follow up on outstanding requests sent by the founder or other project managers, keeping lines of communication open with the project team.
Proactively "ping" or remind the founder about time-sensitive project communications, change orders, or emails if she is tied up in back-to-back site meetings.
Contact list or other basic excel log creation and upkeep.

3. Financial Coordination & Operational Research

Assist with basic bookkeeping tasks, including receipt tracking, invoice organization, and matching incoming bills against budget templates.
Research regional contractors, specialized vendors, and potential corporate clients, compiling concise summary lists of findings for review.
Monitor, research, and flag upcoming industry networking events and relevant commercial real estate activities.

Bonus / Preferred Skills (Not Required)

Marketing & Creative Capabilities: Experience updating basic marketing collateral or modifying website content to help maintain brand materials when needed.
Construction Management: Experience in blueprint reading, construction sequencing, construction cost estimating to assist in understanding of business.

Profile & Qualifications

Language: Absolute fluency in written and spoken English with elite, polished professional communication skills.
Hours & Timezone: Full-time (40 hours/week) with a commitment to provide 6–7 hours of direct daily overlap with the US West Coast (Pacific Time Zone).
Technical Stack: Expert proficiency in Microsoft Excel and cloud file-sharing systems (Google Workspace, DropBox, Microsoft Office).
Soft Skills: Highly proactive, communicative, and detail-oriented. Must be comfortable managing an entrepreneur's calendar and driving tasks forward independently.

EA / Project Management Assistant - 60453298528