Executive Assistant -- JobTread Experience

Executive Assistant - JobTread Experience

Location: Remote. Must be available to coordinate with the Orange County, CA team during business hours.

Support the owner. Organize the details. Keep the business moving.

Zero West House, Inc. is an elevated residential design-build company in coastal Orange County. We build design-forward custom homes and major renovations where the finish level matters, the client experience matters, and the behind-the-scenes organization has to be just as sharp as the work in the field.

We’re hiring an Executive Assistant with JobTread experience to support the owner and internal team with administrative coordination, project documentation, scheduling support, follow-up, and system organization. This role is ideal for someone who is highly organized, proactive, detail-oriented, and comfortable keeping a busy construction/design-build business on track remotely.

This is not a generic admin role. We need someone who understands construction workflows, can keep information clean in JobTread, and can help create order across projects, communication, and daily priorities.

The Role

You’ll support the leadership team with executive assistance, construction admin, project coordination, and JobTread organization. You’ll help make sure tasks are tracked, follow-ups happen, documents are saved properly, and project information stays accurate and easy to find.

You’ll work closely with the owner, Project Manager, and field/design teams to keep the business organized, responsive, and moving with clarity.

What You’ll Do

Executive + Administrative Support

• Manage calendars, scheduling, reminders, and follow-ups for leadership
• Help organize daily and weekly priorities so important items do not slip
• Draft, send, and organize emails, client updates, meeting notes, and internal communications
• Maintain clear task lists and follow-up trackers
• Support vendor, subcontractor, client, and internal team coordination
• Keep digital files, folders, and documents organized and easy to access

JobTread + Project Admin

• Maintain accurate project information inside JobTread
• Help enter and update project details, tasks, selections, documents, notes, and schedules
• Support RFIs, change orders, approvals, purchase tracking, and project documentation
• Upload photos, files, receipts, invoices, estimates, and project-related documents as needed
• Keep JobTread clean, current, and useful for the team
• Help create repeatable workflows and admin systems as the company grows

Communication + Coordination

• Follow up with subcontractors, vendors, suppliers, and internal team members
• Help collect missing information, pricing, documents, approvals, or project updates
• Support meeting preparation, agendas, notes, and action-item tracking
• Communicate professionally, clearly, and calmly
• Keep the team aligned without needing constant direction

Operations + Organization

• Help maintain spreadsheets, trackers, and internal admin systems
• Support procurement coordination, long-lead item tracking, and project reminders
• Assist with basic bookkeeping/admin coordination where needed, such as receipt organization, invoice tracking, and document collection
• Identify gaps in organization and suggest better ways to keep things running smoothly

Who This Is For

• An experienced Executive Assistant who has supported a construction, design-build, architecture, interiors, or real estate business
• Someone who already understands JobTread and can use it confidently
• A highly organized admin professional who loves creating order out of moving parts
• Someone proactive enough to follow up before being asked
• A clear communicator who can work remotely without disappearing
• Someone who takes pride in clean systems, accurate details, and reliable execution

Requirements

• Proven experience as an Executive Assistant, Project Coordinator, or Administrative Coordinator
• Hands-on JobTread experience required
• Experience supporting a construction, design-build, architecture, interiors, or real estate company strongly preferred
• Strong organization, follow-through, and attention to detail
• Comfortable managing schedules, emails, documents, tasks, and project information
• Strong written communication skills
• Able to work independently and stay responsive during agreed working hours
• Comfortable with tools such as Google Workspace, …