Executive Assistant

Position Title: Executive Assistant: Business Operations and Administrative Support
Company: Sterling Standard .925 LLC
Website: sterlingstandard925.com
Works With: Business Owner and Current Executive Assistant
Department: Executive Office / Business Operations
Engagement Type: Fully remote (United States), 1099 contract
Pay: $25 to $40 per hour, based on experience

Position Overview

Sterling Standard .925 LLC is hiring an Executive Assistant to support our owner across Sterling.925 and her affiliated businesses in construction and rental property. This is a 1099 contract to start, with the potential to grow.

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the owner and work closely with the current Executive Assistant in managing the administrative and operational needs of all three businesses.

The successful candidate will help streamline daily operations, coordinate projects and schedules, monitor outstanding tasks, communicate with vendors and team members, and ensure that important deadlines and commitments are met.

This role requires someone who can manage multiple priorities, maintain organized records, anticipate the owner’s needs, and take initiative in following up on tasks without constant supervision.

The ideal candidate is a reliable problem-solver who can work independently while collaborating with the owner, the current Executive Assistant, property managers, contractors, vendors, and other team members.

Key Responsibilities

1. Executive and Administrative Support

• Assist the current Executive Assistant with daily administrative responsibilities and special projects
• Manage calendars, schedule meetings, coordinate appointments, and prepare meeting materials
• Draft professional emails, correspondence, reports, and internal communications
• Organize digital files, contracts, invoices, receipts, and other important business documents
• Track the owner’s requests, commitments, and pending decisions to ensure timely completion
• Handle confidential business information with discretion

2. Business Operations and Task Management

• Maintain a centralized task tracker for the three businesses, including assignments, deadlines, priorities, and follow-ups
• Monitor ongoing tasks and projects to ensure that responsible team members complete their assignments on time
• Coordinate communications among the owner, employees, contractors, property managers, and vendors
• Follow up on outstanding requests, quotations, approvals, payments, and deliverables
• Prepare regular status updates highlighting completed tasks, pending items, upcoming deadlines, and issues requiring the owner’s attention
• Identify administrative gaps and recommend ways to improve processes and organization

3. Construction Business Support

• Assist with project administration, documentation, and coordination
• Monitor project deadlines and report delays, discrepancies, or unresolved issues to the owner
• Assist in comparing vendor quotations and organizing payment records for review

4. Rental Property Business Support

• Coordinate with property managers, housekeeping teams, maintenance providers, and other service vendors
• Track property-related expenses, vendor invoices, and maintenance costs
• Help ensure that guest requests and property issues are addressed promptly and professionally

5. Spa Business Support

• Assist with appointment scheduling, calendar coordination, and administrative organization
• Coordinate with spa staff, service providers, suppliers, and management
• Track supply orders, inventory requests, deliveries, and vendor follow-ups
• Help maintain organized records of expenses, invoices, service information, and operational documents
• Assist with promotional activities, customer communications, and other administrative projects as assigned
• Monitor pending operational needs and escalate customer service or scheduling issues when necessary

6. Communication and Coordination

• Serve as an administrative point of contact for internal teams and external business contacts
• Prepare agendas, take meeting minutes, and distribute action items
• Maintain professional and timely communication through email, phone, messaging applications, and other business platforms
• Ensure that important information is communicated to the appropriate people
• Follow up consistently while maintaining a court…