Executive Virtual Assistant — Restoration Industry (US Client, Early evening hours)

A fast-growing restoration, remediation, and construction company serving the New York metro area is looking for a highly experienced Executive Virtual Assistant to take the day-to-day mental load off its owner. This role exists to build the systems, follow-up, and documentation backbone that lets the owner focus on client relationships and growth instead of drowning in proposals, inboxes, and loose threads.

Hours & Setup
Full-time, Monday to Friday
5:00pm–9:00pm PHT time to start (flexible), plus additional hours across a split shift to reach 40 hrs/week
Fully remote
Start date: as soon as possible

What You'll Be Doing
Proposal & Contract Support

Review proposals and contracts before they go to clients — checking dollar amounts, scope, terms, and client details
Format and finalise documents so they're professional and client-ready, applying letterhead and sending once approved
Flag any errors or inconsistencies before anything goes out the door
Over time, draft full proposals and contracts from rough notes or verbal briefings — separating scope, exclusions, timeline, and price
Build and maintain a live proposal tracker: what's sent, what's outstanding, next action, and who to follow up with
Generate a regular customer follow-up list covering estimates, approvals, and job status

Inbox & Communication Management

Manage the owner's inbox: sort, triage, flag urgent items, draft responses for review
Monitor and action items flagged in the job management system, escalating anything overdue or billing-related
Follow up with clients, contractors, and tea ---------- mbers when directed
Manage WhatsApp messages and Microsoft Teams channels as agreed

Calendar & Scheduling

Manage the calendar: scheduling, rescheduling, flagging conflicts
Prepare a daily briefing so the owner knows exactly what's ahead each day
Coordinate scheduling with clients, project managers, and other contacts
Confirm appointments and send reminders

Administrative & Documentation

Prepare and manage contracts, permits, applications, and correspondence
Maintain organised digital job folders across all active projects (structured job numbering)
Retrieve and send specific files or images from job folders when directed
Handle permit submissions and application forms as directed
Document processes as they're learned, building SOPs so nothing lives only in someone's head
Maintain and update a change order log so nothing gets missed

Task & Project Tracking

Maintain a running task list across all active projects and operational items
Track what's outstanding, delegated, and coming up — flag anything at risk of slipping
Capture ideas and instructions in real time as they're raised
Maintain a "car park" list for medium-term ideas that don't need immediate action, reviewed monthly
Maintain a downtime task list for lower-priority work (SOP building, email scrubbing, database cleanup) to use when the owner is unavailable
Use Microsoft To Do (or agreed tool) to track daily/weekly routines and pending items

Vendor & Subcontractor Follow-Up

Chase subcontractors and vendors for outstanding pricing on active jobs
Track outstanding sub quotes and flag anything holding up a proposal

Reporting & Daily Communication

Send a start-of-shift message: online status, day-ahead summary, current focus
Send an end-of-day summary covering tasks completed and anything pending or needing review
Over time, compile regular project and proposal status summaries

CRM & System Management

Work across the current job management platform during the transition period
Support the Salesforce migration — data management, documenting current workflows, and how they translate into the new system
Build and maintain a master client and subcontractor contact database

What We're Looking For
Experience

Proven experience in an Executive Assistant or senior admin role, ideally supporting a high-volume, fast-moving business owner
CRM experience required; Salesforce experience strongly preferred given the active migration
Background in construction, restoration, property management, or trades is a strong advantage
Experience with insurance-related documentation is highly regarded
Experience building or maintaining SOPs and documented workflows

Technical Skills

CRM administration; Salesforce preferred
Microsoft Suite: Outlook, Teams, OneDrive, Microsoft To Do
Comfortable with WhatsApp for daily communication
Willingness to use Fathom or equivalent meeting/transcription tools
Genuine proficiency with AI tools (ChatGPT, Claude, or similar) to draft, improve, and speed up work

Communication & Work Style

Strong written English — able to draft and finalise professional client-facing documents
Comfortable interpreting verbal, unstructured direction from a business owner who moves fast and thinks out loud
Confident enough to push back constructively, flag a problem, or say "this doesn't look right" without waiting to be asked
High attention to detail — catches numerical errors and inconsistencies without being prompted
Comfortable managing multiple live threads (jobs, proposals, follow-ups) without dropping anything

You'll Thrive Here If You Are…

A second-brain thinker — you manage the information flow so nothing has to stay in someone else's head
Analytically sharp — you read documents critically and catch what's wrong before it goes out
Proactively autonomous — you build the task list, not just work through one someone hands you
A confident communicator — you keep pace with a fast-moving, ideas-driven business owner without getting rattled
Detail-obsessed — the wrong dollar figure or missing exclusion doesn't get past you
A systems builder — documenting what you do is instinct, not an afterthought
Discreet and trustworthy — you'll handle client data and sensitive business information, and confidentiality isn't negotiable

To Apply

To be considered, please complete this short form (including a video introduction) — we're reviewing several roles at once and this helps us shortlist efficiently: ----------