Remote Executive Administrative Assistant (Construction / Restoration Industry Preferred)
Description Position Overview We are seeking a highly organized, detail-oriented, and fast-paced Remote Executive Administrative Assistant to support the CEO and operations team of a growing restoration and construction company based in New Jersey. This is a full-time remote subcontractor position (40 hours per week) for someone who thrives in a high-energy environment, can multitask efficiently, and is comfortable handling confidential information, vendor coordination, executive support, and administrative operations. The ideal candidate has previous experience supporting executives, understands how to work under pressure, communicates exceptionally well, and can quickly adapt to new systems and processes. Experience in the insurance restoration, construction, or property damage industry is a major plus, but not required. Schedule
- Full Time – 40 Hours Per Week
- Monday through Friday
- Eastern Time Schedule
- Typical Hours: 10:00 AM – 6:00 PM EST
Responsibilities
- Executive assistant support for CEO
- Calendar management and scheduling
- Inbox and email management
- Administrative support and organization
- Vendor communication and coordination
- Managing subcontractor agreements and contracts
- Assisting with billing coordination and follow-up
- Light data entry into QuickBooks
- Light CRM data entry and updates
- Assisting with project coordination and tracking
- Supporting operations and administrative workflows
- Managing priorities in a fast-moving environment
- Communicating with internal staff, vendors, and subcontractors
- Utilizing company systems including:
- CRM
- Phone system
- Email platforms
- Internal operational software
Requirements
Preferred Qualifications (Not Required)
- Experience in the insurance restoration industry
- Understanding of Xactimate
- Understanding of Symbility
- Construction management experience
- Experience supporting project managers or operations teams
- Experience working in property restoration, mitigation, reconstruction, or construction-related businesses
Must-Have Qualifications
- Fluent English speaking and writing skills
- Fluent Spanish speaking and writing skills
- Previous experience as an Executive Assistant or Administrative Assistant supporting leadership
- Extremely detail-oriented and organized
- Strong ability to multitask
- Quick learner who adapts fast
- Comfortable working in a fast-paced environment
- Strong communication and follow-up skills
- Highly responsive and dependable
- Able to work well under pressure
- Professional attitude and appearance during video meetings/calls
- Reliable internet connection and home office setup
Additional Information This person will function as an integrated part of our internal team and will have access to company systems, software, communication platforms, and operational tools. We are looking for someone who wants to become a long-term member of a growing company and can help keep operations moving efficiently every day. If you are highly organized, proactive, responsive, and enjoy helping executives and teams stay productive and efficient, we would love to hear from you.