Remote Executive Assistant - Contract to Hire

Summary As a leader in the AEC space, we support large-scale infrastructure projects through a deep understanding of construction management, strategic growth, and innovation. We’re growing, and we’re looking for a proactive and highly organized Executive Assistant (Virtual Assistant) to support our Director of Pursuits in streamlining operations, managing communications, and staying ahead of day-to-day priorities. Position Summary The Executive Assistant will play a critical role in supporting the Director of Pursuits with high-level administrative tasks, scheduling, and project coordination. This is a fast-paced, high-touch role perfect for someone who thrives on organization and takes initiative. Key Responsibilities: Calendar & Meeting Management Maintain and manage complex calendars, prioritize meetings, and coordinate across teams and external partners. Schedule and prepare materials for internal and external meetings. Follow up on action items and deadlines after meetings. Communication & Correspondence Handle correspondence, including emails and phone calls, with professionalism and discretion. Serve as a liaison between the Director and internal/external stakeholders. Administrative & Operational Support Assist with document management, filing systems, and CRM entries. Prepare and format reports, presentations, and proposals. Handle travel arrangements, expense tracking, and reimbursements. Project Coordination Support pursuit and proposal efforts with administrative follow-through. Track deadlines and help manage timelines on active projects. Assist in gathering materials, bios, and data for RFP responses or team presentations. Executive Initiatives & Special Projects Collaborate with the Director to move strategic ideas forward. Provide operational support on initiatives related to business development, marketing, or process improvement. Research tools, systems, or resources as needed to support execution. Qualifications: Proven experience as an executive administrative assistant or in a similar role. Strong proficiency in Microsoft Word; experience with other Microsoft Office applications (SharePoint, Excel, PowerPoint, Outlook) is a plus. Excellent organizational skills with a keen attention to detail. Strong written and verbal communication skills. Ability to manage multiple tasks and prioritize effectively. Self-motivated and capable of working independently with minimal supervision. Experience with project management tools is a plus. Apply tot his job Apply To this Job