This description is a summary of our understanding of the job description. Click on 'Apply' button to find out more. Role Description ScaleSource is hiring for a construction company, a growing U.S.-based organization seeking a Virtual Office Assistant to act as a key operational and executive support partner to leadership. This position plays a central role in daily operations, customer coordination, appointment scheduling, sales support, and administrative follow-up, ensuring internal teams and customers receive efficient, professional service. This is an excellent opportunity for candidates who want to grow within U.S. business operations while working closely with leadership and operational teams. The Office Assistant will support leadership, sales teams, and operations through customer communication, appointment coordination, task follow-ups, administrative tracking, and operational support. The ideal candidate is highly organized, customer-oriented, proactive, and comfortable multitasking in a fast-paced environment. Qualifications - Previous experience in customer service, administrative support, or office coordination roles - Strong written and verbal communication skills in English - Strong organizational and multitasking abilities - Experience working with CRM systems - Familiarity with VoIP communication platforms (RingCentral or similar preferred) - Spreadsheet and data-entry experience - Familiarity with marketing tools such as Canva is a plus - Ability to work independently and within distributed teams - Basic financial data-entry familiarity is preferred Requirements - Reliable high-speed internet connection - Professional remote working environment - Computer capable of handling remote work tools Benefits - Full-time long-term remote opportunity - Work with established U.S. companies - Professional development opportunities - Stable remote career growth path

This description is a summary of our understanding of the job description. Click on 'Apply' button to find out more. Role Description We are seeking a highly experienced Senior Executive Assistant to support two Co-CEOs, with the majority of support dedicated to one Co-CEO (≈70%) and additional support to the second Co-CEO (≈30%). This role goes beyond traditional administrative support. The ideal candidate will operate as a strategic partner and trusted extension of the executive, helping manage priorities, communications, and daily execution so leadership can remain focused on high-impact decisions. Success in this role requires someone who is extremely proactive, highly organized, and a strong critical thinker who can anticipate needs, manage shifting priorities, and communicate confidently with both internal and external stakeholders. The right person will also be comfortable drafting communications on behalf of the CEO, managing inboxes, and representing leadership with professionalism and discretion. Key Responsibilities - Executive Support & Priority Management: - Manage dynamic calendars, scheduling, and shifting priorities across two executives while ensuring critical meetings and deadlines are maintained. - Monitor tasks, commitments, and action items in real time to ensure nothing falls through the cracks. - Coordinate across internal teams and external stakeholders to keep projects and communications moving forward. - Communication & Executive Representation: - Draft, review, and send professional emails and communications on behalf of the CEO. - Manage inboxes and correspondence, ensuring responses reflect the executive’s tone, priorities, and voice. - Communicate confidently with partners, clients, and team members on behalf of leadership when appropriate. - Meeting & Project Coordination: - Prepare meeting agendas, research briefings, and relevant context ahead of calls. - Capture notes, action items, and next steps during meetings and track progress toward completion. - Help coordinate multiple projects and deliverables across different teams. - Strategic Research & Preparation: - Conduct research on prospects, partners, and clients to support executive meetings and decision-making. - Provide summaries, context, and insights that help leadership prepare for conversations and engagements. - Organization & Process Management: - Maintain strong organization across documentation, follow-ups, calendars, and project workflows. - Ensure consistent alignment between executives, team members, and external collaborators. Requirements - 3+ years of experience supporting founders, executives, or C-suite leaders in a Senior Executive Assistant or operations role, including experience managing priorities and communications for two or more executives simultaneously. - Strong experience supporting U.S.-based executives or companies (preferred). - Exceptional written and verbal English communication skills. - Ability to draft professional communications and emails on behalf of executives. - Proven ability to manage multiple priorities in fast-paced environments. - Strong critical thinking and problem-solving skills. - Highly proactive and self-directed, able to anticipate needs without constant instruction. - High level of discretion and trustworthiness when handling confidential information. Tools & Systems - Required: Google Workspace (Docs, Sheets, Calendar, Drive, Forms, etc.) - Preferred: Notion, Project management tools (Scoro, Asana, Monday, ClickUp, or similar) - Nice to Have: HubSpot Work Environment - Fully remote - Candidates must be available during U.S. Central or Eastern Time business hours - Reliable internet connection and professional remote setup required Compensation - Salary: $2,200 – $2,300 USD per month

• Manage complex calendars, priorities, and daily execution for the founding team • Ensure founders are fully prepared for meetings, decisions, and strategic conversations • Coordinate across departments to ensure leadership priorities move forward quickly • Manage and triage inboxes, Slack channels, and internal communications • Draft and respond to messages on behalf of leadership when appropriate • Ensure key messages and actions are followed up promptly • Organize leadership meetings and external calls • Prepare agendas, track action items, and ensure follow-through across teams • Coordinate with internal and external stakeholders globally • Manage international travel including flights, accommodations, and itineraries • Handle documentation, visas, and travel requirements • Ensure seamless execution of travel schedules • Assist founders in executing strategic initiatives and internal projects • Support cross-team coordination for company priorities • Track deliverables and ensure deadlines are met • Support founders with select personal administrative matters where required • Maintain strict confidentiality across all communications and information

• Manage the executive manager's calendar, ensuring focus on high-priority strategic topics • Screen requests, coordinate communications, and structure meeting agendas • Prepare briefs, materials, and presentations for meetings and leadership discussions • Manage travel arrangements and logistics • Take meeting notes, document decisions, and track follow-up actions • Ensure action items from leadership meetings are clearly assigned and completed • Support preparation and organization of leadership meetings, workshops, and events • Track key initiatives and action items across the Commercial organization • Follow up with teams to ensure deadlines and commitments are met • Highlight risks, delays, and blockers proactively • Maintain dashboards, task trackers, and status reports for leadership visibility • Structure and improve internal workflows and planning processes • Support cross-team coordination and information flow • Prepare brief summaries, reports, and presentation materials • Support data analysis and information gathering for leadership discussions • Maintain high standards of data organization and documentation within the team • Ensure the executive manager is fully prepared for key meetings and decisions