Job Description
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