Role Description We are seeking a highly organized, proactive, and resourceful Executive Assistant to support the owner of a structural engineering practice, construction company, and rental property portfolio. This role goes beyond traditional administrative support. You will serve as a trusted operational partner responsible for managing daily administrative responsibilities, improving business processes, coordinating communications, and helping build scalable systems across multiple businesses. The ideal candidate enjoys bringing order to complexity, takes initiative without constant supervision, and is passionate about improving workflows that enable business growth. Key Responsibilities - Executive & Administrative Support - Manage and organize executive email communications. - Prioritize incoming requests and daily administrative tasks. - Maintain calendars, appointments, and meeting schedules. - Prepare meeting agendas, notes, and follow-up action items. - Organize digital files, documents, and business records. - Draft correspondence, reports, and internal documentation. - Coordinate administrative activities across multiple business entities. - Handle confidential information with professionalism and discretion. - Property Management Support - Respond to tenant inquiries in a timely and professional manner. - Coordinate maintenance requests with vendors and contractors. - Schedule property inspections and maintenance activities. - Maintain property-related documentation and records. - Assist with rental administration and operational coordination. - Support the implementation of systems that improve property management efficiency. - Relationship & Communication Management - Serve as a professional point of contact for clients, tenants, vendors, and business partners. - Conduct follow-up communications as directed. - Monitor inboxes to ensure timely responses and task completion. - Maintain organized communication records. - Help uphold a high standard of professionalism across all interactions. - Business Operations & Process Improvement - Create, document, and maintain Standard Operating Procedures (SOPs). - Identify inefficiencies and recommend process improvements. - Assist in implementing administrative systems and workflows. - Track recurring tasks and operational deadlines. - Support ongoing business organization and scalability initiatives. - Assist with future marketing, sales, and business development projects as business needs evolve. Qualifications - Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant. - Excellent organizational and time management skills. - Strong written and verbal English communication skills. - Exceptional attention to detail. - Ability to manage multiple priorities across different business functions. - Strong problem-solving and critical thinking abilities. - High level of professionalism and discretion when handling confidential information. - Self-motivated and able to work independently in a remote environment. - Comfortable adapting to evolving business needs and priorities. Requirements - Technical Skills (Required or Strong Advantage) - Google Workspace / Microsoft Office - Email and calendar management - Document organization and file management - Standard Operating Procedure (SOP) documentation - Project management tools - Property management software - CRM systems - Canva (basic document or presentation creation) - DocuSign or electronic signature platforms - Nice-to-Have - Experience supporting executives managing multiple businesses. - Background in construction, engineering, real estate, or property management. - Experience coordinating vendors and contractors. - Process improvement or operations management experience. - Project coordination experience. - Basic bookkeeping or administrative accounting knowledge. - Experience creating business documentation and SOPs. - Familiarity with rental property operations. Work Ethic & Behavioral Expectations - Highly organized and dependable. - Proactive and able to anticipate needs before they arise. - Detail-oriented with a strong commitment to accuracy. - Professional, courteous, and an excellent communicator. - Resourceful and solutions-focused when addressing challenges. - Comfortable managing multiple priorities in a fast-paced environment. - Adaptable to changing business needs and willing to take on new responsibilities. - Committed to maintaining confidentiality and exercising sound judgment. - Takes ownership of assigned work and consistently follows through to completion. - Continuously seeks opportunities to improve systems, processes, and operational efficiency.

• Research and process customer chargebacks. • Process refunds using the company's ERP system. • Manage UPS investigations and claims. • Investigate suspicious or fraudulent account activity. • Prepare daily and weekly reports. • Contact customers to resolve payment-related concerns. • Escalate critical account issues when necessary. • Assist with projects, training, and additional operational tasks. • Collaborate with cross-functional teams to improve processes.

• Coordinate communications and interface with internal and external business partners ensuring tasks are completed • Research and provide input on various projects and initiatives the Company may be considering • Schedule meetings and appointments recognizing the importance of deadlines and responsiveness • Maintain an organized filing system of electronic documents • Prioritize responsibilities ensuring those most critical are resolved • Prepare reports and analysis of special projects as required • Uphold and maintain strict adherence to matters of confidential nature

• Proactively provide personalized administrative support for multiple members of the Executive Leadership Team (‘ELT’) and/or Senior Leadership Team (‘SLT’) ensuring routine and complex matters are handled in a timely and professional manner. • Calendaring – manage all calendar items, ensure invitations are sent to appropriate audiences, resolve conflicts, anticipate future items and potential conflicts, manage deadlines, ensure sufficient working time. • Meeting Management – schedule with appropriate audiences, manage responses, resolve conflicts as needed, coordinate tasks such as contacting participants, preparing agendas, taking and distributing meeting minutes. • Event Management – ensure that all arrangements for any corporate sponsored events, industry events, and internal events are completed including travel, room reservations, registration, speaking engagements, etc. through collaboration with internal and/or external teams. • Expense Report Management – ensure that expenses are filed in a timely manner and in accordance with Accounting and Billing policies and deadlines. • Invoice processing – ensure that invoices are approved in a timely manner – gather any needed information for an informed decision. • Travel – book and manage all travel requests including airfare, hotel, ground transportation, dining reservations. Ensure information is readily available per the leader’s preference. • Presentation and Reports – develop reports and presentations using the appropriate templates as needed. Proofread for acceptability prior to providing to the requestor. Distribute as directed. • Manage Correspondence – process email, US Mail, packages, etc. based on agreed upon access with the leader. Route correspondence or action items to appropriate staff and request action/information as needed. • Committee Support – where applicable, attend meetings, take minutes, and report on action items as needed. Prepare and maintain correspondence and documents. Act as custodian of corporate documents and records. • Onboarding – working with HR to onboard assigned new leader.