Virtual Assist

Project Manager

• Manage and maintain executive calendars, appointments, meetings, and scheduling priorities.
• Coordinate internal and external meetings, including scheduling, confirmations, rescheduling, agendas, and follow-ups.
• Manage executive inboxes by organizing, prioritizing, responding to, and following up on emails and requests.
• Handle inbound and outbound phone calls professionally with clients, prospects, vendors, team members, and business partners.
• Screen and prioritize calls, emails, messages, and other communications.
• Serve as a point of contact between the executive, internal team, clients, and external partners.
• Handle day-to-day administrative tasks and ensure responsibilities are completed accurately and on time.
• Use AI tools to improve productivity, conduct research, create documents, summarize communications, and streamline workflows.
• Identify opportunities for AI and automation to reduce repetitive administrative work and improve business processes.
• Create, improve, and maintain AI-assisted workflows, templates, SOPs, prompts, and systems.
• Track project tasks, deadlines, deliverables, owners, and status across multiple projects.
• Maintain project management platforms and prepare project updates, reports, meeting notes, action items, and follow-up lists.
• Track outstanding tasks and proactively remind team members and leadership of deadlines and commitments.
• Research clients, prospects, competitors, industry trends, tools, vendors, and business opportunities.
• Prepare presentations, spreadsheets, reports, proposals, documents, and other leadership materials.
• Maintain organized digital files, documents, contracts, reports, and confidential information.
• Update CRM systems, databases, spreadsheets, and internal records.
• Support client and prospect follow-ups, sales, marketing, recruiting, and operational initiatives.
• Coordinate interviews, candidate communications, recruiting follow-ups, travel, appointments, events, and executive logistics.
• Monitor executive priorities and proactively identify tasks requiring attention.
• Develop and document standard operating procedures and internal processes.
• Improve team communication, organization, and accountability across ongoing projects.
• Handle confidential information with discretion and professionalism.
• Take ownership of special projects and ad hoc leadership assignments.
• Proactively improve efficiency, organization, communication, and executive productivity.

Executive Assistant – AI, Project Management

Bookkeeper

• Provide accounting, administrative, and estimating support to company leadership at a growing custom remodeling/design-build company.
• Review, organize, code, and process vendor bills in Bill.com and QuickBooks Online.
• Apply correct Class, Customer, Project, and Cost Code to vendor bills.
• Coordinate vendor bill approvals and payments through Bill.com.
• Communicate with Project Managers, vendors, and subcontractors about invoices, payment status, missing documentation, and accounting questions.
• Coordinate with the third-party bookkeeping team for accurate and timely financial processing.
• Maintain records of vendor bills, invoices, payments, and financial documentation.
• Maintain vendor-to-cost-code references and accounting resources in Google Drive.
• Prepare and process monthly client invoices in QuickBooks Online.
• Track estimated, actual, and projected project costs.
• Send client invoices and payment links through Bill.com and follow up on outstanding payments.
• Track vendor and subcontractor estimates, obtain pricing and quotes, and distribute project scopes and scope sheets.
• Assist with Schedule A construction estimates, scope-of-work descriptions, and budget entry.
• Build estimates using vendor quotes, confirmed pricing, comparable-project data, and company templates.
• Support the two-pass estimating process and document estimates completely.
• Collect and organize vendor pricing, quotes, estimates, and unit rates in spreadsheets and company systems.
• Maintain libraries of vendor pricing, unit rates, and subcontractor contacts.
• Organize project files in Google Drive and follow file-naming and document-management procedures.
• Track action items, requests, deadlines, and deliverables.
• Assist with reconciliations comparing paid costs against estimates and project budgets.
• Identify cost discrepancies, overages, duplicate charges, missing information, and other issues.
• Maintain spreadsheets, databases, financial records, estimating documents, and operational documentation.
• Provide scheduling, correspondence, coordination, and general executive support to company leadership.
• Document and improve accounting, estimating, and administrative processes.
• Identify workflow automation opportunities and assist with testing and implementing AI tools and automated workflows.
• Proactively resolve missing information, overdue items, and potential problems.
• Handle company, client, vendor, and financial information with professionalism, discretion, and confidentiality.
• Take ownership of special projects and additional responsibilities as the role expands.

Executive Assistant – AI, Project Management

Executive Assistant – Accounting, Administrative Support