Executive & Personal Assistant/Project Coordinator

Job Overview

We are seeking a dynamic, highly organized, and adaptable Executive & Personal Assistant / Project Coordinator. This is a 100% in-person role for a methodical professional who thrives in fast-paced, changing environments and handles stressful situations with total ease.

You will manage a fluid mix of office administration, construction project coordination, financial tracking, and direct personal assistance for the business owner.

Duties

• Project Coordination & Change Orders:** Draft, issue, and methodically track change orders, ensuring all modifications are approved and documented. Maintain project timelines, schedules, and daily logs inside Buildertrend (or Procore). Log and follow up on submittals and RFIs.
• Create and process subcontractor and vendor invoices within QuickBooks. Reconcile approved change orders against project budgets. Collect and file crucial lien waivers. Track and manage field expenses using Excel and Google Sheets.
• Manage project calendars, coordinate project meetings, and maintain digital project folders.
• Manage personal schedule, run local errands, and manage lifestyle tasks for the owner to optimize their time.

Skills

• Proven experience as an executive assistant or personal assistant with strong organizational skills. Calm, methodical problem solver who naviagtes high stress situations and changing enviroments with ease.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Procore or Buildertrend. Google Workspace tools, and productivity software.
• Technical proficiency in video conferencing software (e.g., Zoom, Microsoft Teams)
• Excellent typing speed combined with strong writing and proofreading skills for professional correspondence.
• Ability to manage multiple calendars effectively using tools like Microsoft Outlook Calendar or similar platforms.
• Knowledge of bookkeeping principles and experience using QuickBooks for financial record keeping.
• Exceptional communication skills for internal collaboration.
• Strong attention to detail in data entry, filing systems, and document management processes.
• Ability to handle confidential information discreetly while maintaining professionalism at all times.

Pay: $80,000.00 - $100,000.00 per year

Benefits:

• Flexible spending account
• Paid time off
• Professional development assistance

Application Question(s):

• Have you worked in the Construction Industry in the Bay Area before and if so in what capacity? Please share specific roles and length of time spent working in that role.

Work Location: In person