Executive Assistant – Remote (PST Schedule)

📋 Description

• • Distro, Inc. is a rapidly growing small business at the forefront of the construction and real estate sectors, and we are seeking a highly organized, proactive, and detail-oriented Executive Assistant to join our dynamic team. This is a 100% remote position, requiring a commitment to a PST (Pacific Standard Time) work schedule, Monday through Friday, from 8:00 a.m. to 5:00 p.m. The ideal candidate will possess exceptional English proficiency (C1 level) and a keen ability to manage a diverse range of responsibilities, from executive support to light project coordination within the construction industry.
• • As an Executive Assistant at Distro, Inc., you will be instrumental in ensuring the smooth operation of our executive functions and providing critical support to our growing business. Your primary role will involve comprehensive executive support, acting as the right hand to our leadership team. This includes meticulously managing complex calendars, scheduling and coordinating meetings, arranging travel logistics, and overseeing daily operational flow. You will be the gatekeeper of executive communications, expertly prioritizing emails, phone calls, and messages to ensure that urgent matters are addressed promptly and that the executive team can focus on strategic initiatives. Furthermore, you will be responsible for preparing essential documents such as reports, presentations, proposals, and contracts, ensuring accuracy and professionalism in all outgoing materials. A key aspect of this role is the diligent tracking of critical tasks and key deadlines, ensuring that projects remain on schedule and that no detail is overlooked. You will also provide valuable support in strategic planning and operational projects, contributing to the overall efficiency and success of the company.
• • Beyond executive support, you will play a vital role in the coordination of construction and project-related activities. This involves acting as a central point of contact, facilitating clear and effective communication between Project Managers, superintendents, subcontractors, and various suppliers. Your responsibilities will extend to assisting with the crucial administrative aspects of construction projects, including support with permits, inspections, and meticulous document control. Maintaining organized and up-to-date project files, processing change orders, managing purchase orders (POs), and ensuring the accuracy of project timelines will be essential. You will also contribute to the bid preparation process and diligently monitor project milestones, ensuring that all documentation is precise and readily accessible. This aspect of the role requires a proactive approach to problem-solving and a commitment to maintaining order within a fast-paced project environment.
• • In addition to these core functions, you will provide essential administrative and operational support across the company. This includes coordinating with vendors and managing office supplies to ensure that all necessary resources are available. You will be involved in the processing of invoices and will provide support for job costing, contributing to the financial oversight of projects. Proficiency in managing CRM systems and project management tools, such as Planhub and Pipedrive, will be crucial for maintaining client relationships and tracking project progress. You will also be responsible for organizing meetings with clients and coordinating remote visits, ensuring a seamless experience for all participants. The meticulous management of documents, diligent follow-up on tasks, and timely return calls will be paramount to maintaining strong business relationships and operational efficiency. This role offers a unique opportunity to be an integral part of a growing company in a thriving industry, where your organizational skills and proactive attitude will directly contribute to our success.