Executive Assistant

JOB TITLE

Virtual Executive Assistant

JOB ID

GEOKYL

INDUSTRY

Construction

LOCATION

LATAM / PH

JOB STATUS

Full Time

WORK SCHEDULE

7:30 AM – 4:30 PM CST (1-hour lunch), with occasional off-hours work as needed based on deadlines or client needs.

SALARY

$6 to $8 per hour

TARGET START DATE

ASAP

ROLE OVERVIEW

About the Client

The client is a construction consulting firm specializing in commissioning, which involves third-party testing of equipment and building envelopes as required by law. As a growing business, they are seeking a proactive and reliable professional to support leadership and streamline administrative operations.

About the Role

The client is seeking a dedicated and highly proficient Administrative Assistant to support our executive team with critical document management and general operational tasks. This role is a vital "back-house" position, focusing primarily on transforming raw content into professional, client-ready documentation and handling essential administrative duties.

Key Responsibilities

• Document & Content Management
• Proposal Creation and Formatting: Create, update, and finalize client proposals using established Word templates. This includes updating proposal templates based on document type (e.g., schools, mission critical).
• AI/GPT Output Transformation: Take raw, unformatted text output from AI (ChatGPT) field notes and conversations and convert it into polished, professional Word documents/reports, ensuring adherence to company templates and style guides.
• Resume Maintenance: Update and format employee resumes to align with specific project types (e.g., schools, mission critical) and save them for quick reference.
• White Paper/Document Formatting: Apply Prasino’s branding (logos, color schemes, fonts) to technical documents and white papers (starting with the EMF room paper) for the company website. Ensure they look like official Prasino documents (e.g., replicating D47 SOP and Forms).
• Regulatory Research: Research and document IECC codes by state, providing the actual link to the official code website, and accurately entering this data into an Excelfile.
• Administrative Document Creation: Draft Non-Disclosure Agreements (NDA) using existing templates and prepare the Equipment Use Costs Template.
• Digital Tools: Utilize and manage documents within platforms like DocuSign or other necessary digital signature tools.
• Graphic Design Support: Minor document and graphic editing using tools like InDesign/Adobe as needed for professional document presentation.

Administrative & Operational Support

• Client Database Management (CRM): Go through all old proposals to populate and build the initial CRM client log (populating client/contact fields only). No other CRM management is required.
• Registration & Sign-Up: Complete sign-ups for AIA conferences, WASBO, IASBO, and other industry conferences as requested.
• Government Certification Tracking: Sign up for CxA (Commissioning Agent) and perform weekly checks on government sites (ESM site and others) and use AI agents for search updates.
• Marketing Support: Perform weekly updates/postings for Social Media platforms (minimum one post per week) and post weekly on the dailyherald.com marketplace.
• Standardization: Create and implement Folder Standards for digital organization.
• Business Logistics: Order business cards and manage company clothing orders.
• Office/Client Support: Manage weekly downloads of various industry databases.
• Miscellaneous: Upload blank floor plans to the Cx log and assist in acquiring the Building Cx certificate.

Qualifications & Skills

• Expert Proficiency in Microsoft Word is non-negotiable.
• Minimum of 3 years of administrative or virtual assistant experience preferred.
• Experience supporting executives or working in professional services firms.
• Strong attention to detail for complex document formatting and data entry.
• Familiarity with or ability to quickly learn platforms like DocuSign, Calendly, and basic social media platforms.
• Experience or strong ability in data organization using Excel.
• High level of reliability and ability to follow a checklist/task-based workflow.
• Comfort with cloud-based collaboration tools beyond Microsoft (e.g., Dropbox).

Technical Requirements

• Reliable high-speed internet, stable power supply, and fully functioning computer.
• Headset and webcam for virtual meetings.

Benefits

• Ten (10) U.S. paid holidays.
• Vacation must be coordinated in advance (limited between July and mid-September).
• Five (5) paid sick days annually, pro-rated based on startdate.
• Invitation to company retreats with all expenses covered.