Executive Assistant (US Hours)

Company Description

Job Description

Key Responsibilities

Vendor & Compliance Management

• Collect and track Certificates of Insurance (COIs), W-9 forms, trade licenses, vendor agreements, and compliance documentation
• Monitor insurance and license expiration dates
• Assist with onboarding subcontractors and vendors
• Ensure vendors comply with client requirements and operating procedures

Billing & Accounting Assistance

• Assist with invoice collection and submission
• Verify invoices against approved work orders and NTE amounts
• Coordinate with accounting regarding accounts receivable and payable
• Track missing documentation required for payment processing
• Maintain organized financial and operational records

Client Communication

• Serve as a professional point of contact for clients and vendors
• Follow up on service updates, scheduling, and customer concerns
• Maintain a high level of professionalism and responsiveness
• Escalate operational issues to management when necessary

Business Development & Social Media Support

• Support business development efforts by researching potential clients and maintaining prospect lists
• Assist with client outreach, follow-ups, and proposal preparation
• Help manage and update company social media accounts and online presence
• Create and schedule professional social media content and company updates
• Monitor engagement and assist with marketing and branding initiatives

Job Qualifications

• Technical profiles preferred
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills in English
• High attention to detail and follow-through
• Proficiency with:
  • Microsoft Office / Google Workspace
  • Excel / Google Sheets
  • Email management
  • CRM or work order systems
• Ability to work independently and manage priorities
• Professional communication skills with clients and subcontractors