Executive Assistant (Inbox + Operations & Accountability)

Executive Assistant (Inbox + Operations & Accountability)

Remote | Full-Time Compensation: $7-$10/hour (based on experience)

We're looking for someone who brings structure, accountability, and follow-through into a fast-moving environment.

This is not a basic admin role. You will act as the right hand to leadership, ensuring communication is managed, tasks are tracked, and the team is consistently held accountable.

If you naturally organize, follow up, and make sure nothing slips through the cracks-you'll thrive here.

What You'll Be Responsible For

Inbox & Calendar Management (Primary Focus)

• Manage and organize high-volume inboxes
• Prioritize emails and draft responses on behalf of leadership
• Maintain and optimize calendars, meetings, and schedules
• Coordinate meeting logistics (including meeting room tech/setup)
• Ensure all communication loops are closed

Team Accountability & Reporting

• Track and follow up on:
  • Missing time logs in MY HR (weekly labor reporting)
  • Missed daily reports
• Send weekly labor report summaries to ownership (Mondays)
• Ensure compliance and consistency across team reporting

KPI & Performance Coordination

• Send and track monthly self-assessments (PMs, SS, SPCs)
• Compile results into clear, organized reports for leadership review
• Maintain visibility into team performance metrics

Administrative & Owner Support

• Prepare agendas and take meeting minutes when needed
• Coordinate follow-ups from meetings
• Assist with estimating/sales support tasks as needed
• Maintain task tracking systems and ensure completion
• Book travel, reservations, and appointments
• Manage key dates (birthdays, anniversaries, etc.)
• Assist with personal administrative tasks as needed

Compliance & Documentation

• Perform monthly WCB audits for subcontractors
• Track compliance and provide summary reports
• Maintain organized and up-to-date documentation

What Success Looks Like

• Inbox and calendar are fully organized and proactive
• No missed communications, tasks, or follow-ups
• Team consistently submits reports on time
• Leadership has clear, accurate visibility into team performance
• Accountability systems run without constant oversight

Qualifications

• 3+ years of experience as an Executive Assistant, Operations Coordinator, or high-level VA
• Strong written and verbal English communication skills
• Highly organized with strong follow-through
• Comfortable holding others accountable professionally
• Detail-oriented and systems-driven
• Experience with reporting, tracking tools, or HR systems is a plus

Tools & Expectations

• Time tracking via Hubstaff
• Ability to quickly learn systems (e.g., MY HR or similar tools)
• Strong documentation and process discipline

How to Apply

Please submit your resume, and in your cover letter, include:

• A short introduction about your experience
• Examples of inbox management, reporting, or accountability tracking
• A brief example of how you've followed up with a team to ensure compliance
• Why does this role interest you