Virtual Executive Assistant

Rolling Tides Construction

Virtual Executive Assistant

Location: Remote (Philippines, Independent Contractor)

Operate Behind the Scenes. Keep Leadership Moving Forward.

Rolling Tides Construction builds with intention. Based in British Columbia, the company delivers smart, reliable commercial and multi-family construction across Vancouver Island. Known for structured systems, disciplined execution, and transparent communication, Rolling Tides is scaling with purpose and investing in operational depth to support continued growth. Our culture is confident, organized, and accountable, never flashy or corporate. We value excellence, collaboration, integrity, reliability, and community impact.

We are seeking a highly organized and proactive Executive/Virtual Assistant to support our Lead Executive Assistant & Marketing Manager and company leadership. This is not a basic admin role. It is a second-in-command operational support position responsible for executive coordination, project administration, tender tracking, business development support, and internal system organization. You will help ensure priorities are executed, deadlines are met, and workflows remain structured and proactive. Precision, professionalism, and anticipation are critical to success in this role.

Key Responsibilities

Executive Support

• Manage and optimize executive calendars to prevent conflicts and downtime
• Draft and manage professional correspondence
• Prepare meeting agendas, summaries, and action follow-ups
• Track leadership priorities and deadlines
• Coordinate stakeholder communications
  
  

Personal Assisting Duties

• Book travel, accommodations, and dining reservations
• Create detailed travel itineraries with full logistics planning
• Coordinate business and personal appointments
• Ensure seamless scheduling and event execution
  
  

Project & Tender Coordination

• Assist with bidding and tender processes
• Issue and track tender invitations
• Monitor submission deadlines
• Support subcontractor communications
• Maintain organized documentation within Procore (or similar software)
• Organize scopes, contracts, and award documentation
  
  

Business Development Support

• Coordinate company events and industry networking initiatives
• Build curated guest lists
• Research local architects, engineers, and trade partners
• Support relationship-building efforts in the construction community
  
  

Operations & Systems

• Maintain structured digital filing systems
• Document workflows and build repeatable processes
• Track action items across projects
• Assist with compliance tracking and internal documentation
  
  

HR & Onboarding Support

• Assist with onboarding documentation
• Maintain compliant HR files (BC employment standards familiarity is an asset)
• Support employee engagement and administrative HR processes
  
  

Qualifications

• 3 or more years of experience in executive assistance, project coordination, or construction administration
• Construction or trades industry experience strongly preferred
• High proficiency in Microsoft Office and Google Workspace
• Experience with Procore or construction management software (asset)
• Exceptional written English and professional email drafting skills
• Strong organizational and deadline management ability
• High level of discretion and professionalism
• Ability to prioritize independently and anticipate leadership needs
  
  

Ideal Candidate Traits

• Proactive and forward-thinking
• Calm under pressure
• Detail-oriented while maintaining big-picture awareness
• Systems-minded and process-driven
• Clear, direct communicator
• Takes ownership and accountability
  
  

Compensation & Growth

• Independent contractor engagement, approximately 30-40 hours per week (flexible schedule).
• Competitive Philippines-based compensation (aligned with experience)
• Flexible remote structure
• Growth opportunity within a scaling Canadian construction company
• Exposure to executive-level operations and project systems
  
  

Why Rolling Tides?

Rolling Tides communicates and operates intentionally. Leadership invests in systems, professional development, and long-term relationships, not short-term fixes. This role offers direct exposure to executive decision-making, structured construction operations, and growth initiatives within a North American company that values accountability and precision. This is a long-term partnership opportunity for someone who wants to grow with a disciplined, expanding organization.

Rolling Tides Construction values diversity and inclusion and welcomes applicants from all backgrounds.

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