Executive Assistant

InsideOut

. Serve as the CEO's primary operational partner and right hand .

Posted 11/9/2026full-timeRemote • United States, Philippines, South AfricaMid-LevelSenior💰 $2,000 - $2,200 per monthWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing bid processes and construction documentation while ensuring compliance and effective communication with stakeholders. Proficient in leveraging generative AI tools and Google Workspace to enhance operational efficiency and organization.

Highest-signal resume keywords

Bid ManagementConstruction DocumentationGoogle Workspace ProficiencyGenerative AI Tools UtilizationFlawless English Communication

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Bid Pipeline ManagementDocument OrganizationSubcontractor Compliance TrackingChange Order ManagementRFI TrackingSpecification Document CompilationArchitectural Plan ReviewDeadline ManagementProject Status TrackingAdministrative Support

Soft Skills

Exceptional Organization SkillsProactive Problem SolvingEffective CommunicationSelf-Starter AttitudeAttention to Detail

Tools & Technologies

Google WorkspaceGoogle GeminiChatGPTClaude

Industry Keywords

Construction OperationsBid WalkthroughsVendor CommunicationTrade Partner CoordinationBlueprintsArchitectural SpecificationsAddenda

About the role

Key responsibilities & impact

Serve as the CEO's primary operational partner and right hand
Manage pre-construction bid pipelines and monitor subscribed bid boards daily
Identify, screen, and flag matching commercial opportunities
Maintain the central bid log in real time, tracking opportunities, statuses, submission dates, and outcomes
Coordinate and log mandatory bid walkthroughs, site visits, and submission deadlines
Compile specification documents, architectural plans, and bid packages into structured project folders
Track and verify subcontractor compliance documents, including COIs, W-9s, and signed subcontracts
Maintain change order logs, track RFIs, and update project status spreadsheets
Monitor and clear the owner's inbox, flag urgent items, and maintain communication
Draft inquiry responses, vendor updates, and follow-ups in the owner's voice
Coordinate routine communications with trade partners, suppliers, and subcontractors
Use Google Gemini, ChatGPT, or Claude to evaluate spec documents, review proposals, and draft correspondence
Track active bids, due dates, and outstanding action items
Document and organize internal bidding workflows, daily procedures, and administrative routines
Safeguard the owner's calendar for site visits and high-level decision-making
Provide general administrative support as requested

Requirements

What you’ll need

C1 English level required; selected candidate speaks strictly in English during the whole shift
Flawless written and spoken English with a clear, easy-to-understand voice and minimal accent for professional client and vendor calls
Proficient in Google Workspace (Gmail, Docs, Sheets, Drive)
Comfortable leveraging generative AI tools, specifically Google Gemini, ChatGPT, or Claude
Exceptional organization skills with acute awareness of strict bid deadlines, mandatory meetings, and document accuracy
Strong understanding of standard construction documentation, including blueprints, architectural specs, addenda, and RFIs
Self-starter who brings solutions and proactive updates rather than needing step-by-step direction
Conversational or fluent Spanish highly preferred
Background in construction operations