CPT-11763 Assistant to the Executive Team

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Title: CPT-11763 Assistant to the Executive Team

Independent Contractor – CPT-11763 Assistant to the Executive Team/Business Support VA/Senior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

The Assistant to the Executive Team provides administrative and operational support to the executive team overseeing multiple entities. This role serves as a central point of contact for day-to-day administrative functions, helping the team stay organized, on schedule, and operationally efficient.

The ideal candidate has previous experience supporting construction projects and is comfortable attending meetings, documenting discussions, managing follow-ups, organizing project documentation, and ensuring action items are completed on time. This individual will work closely with leadership to improve communication, maintain organization, and help keep projects moving efficiently.

The successful candidate will have strong administrative and project coordination skills, excellent proficiency with Microsoft Office, SharePoint, and Dropbox.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Administrative Support

· Manage executive calendars, schedule meetings, and provide reminders

· Maintain ongoing task lists and follow up on outstanding items as needed

· Draft emails / follow ups for CEO

· Prepare meeting agendas and summaries as requested

· Draft, format, produce & distribute reports, presentations, and briefs utilizing software such as Excel, PowerPoint, Word, etc.

· Research as requested by the executive team

· Assist with general administrative tasks and day-to-day office support.

· Maintain organized records and ensure important documents are properly filed and named per the company’s file naming protocol

· Research and book domestic and international travel for business and personal travel as requested

· Collect (using Loop) & place lunch orders for Wednesday lunches

Project Coordination

· Attend project meetings via Teams or Zoom and take detailed meeting minutes

· Document key discussions, project updates, and action items utilizing

· Track project deliverables and ensure follow-up tasks are completed

· Coordinate communication between internal team members and stakeholders

· Help monitor project timelines and remind team members of upcoming deadlines

· Assist the Project Manager with administrative coordination throughout project lifecycles

· Maintain organized project files and documentation using Dropbox & SharePoint

· Assist the CEO or Project Managers in preparing proposals and presentations from PowerPoint templates and previously developed samples

Follow-up & Communication

· Follow up on outstanding action items after meetings

· Communicate with team members regarding project updates and pending tasks

· Schedule follow-up meetings as needed

· Ensure accountability by tracking commitments and project progress

Document Management

· Organize and maintain project documentation in Dropbox & SharePoint

· Ensure files are properly named, stored, and easily accessible

· Maintain version control of project documents

· Assist in organizing contracts, reports, and project-related records

Team & Operations Support

· Serve as administrative point of contact for internal team members

· Assist with company meeting preparation, including agendas, reminders, sending, and updating invitations

· Assist with scheduling meetings

Insurance Compliance

· Own the tracking and collection of vendor insurance certificates (COIs), ensuring renewals are received and filed before expiration

· Upload COIs to Procore

· Maintain an up-to-date COI compliance log for all vendors and partners, tracking expiration dates, renewal requests, and correspondence history to ensure continuous coverage and zero lapses in compliance

· Manage the relationship with the outsourced insurance consultant and work with them for onboarding new subcontractors

· On occasion, support the Controller with digital filing, logging, and organization of invoices

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, adhering to any timelines, guidelines, and deliverables agreed to in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous experience supporting construction projects preferred
• Experience taking professional meeting minutes
• Experience coordinating project follow-ups and scheduling meetings
• Strong proficiency with Microsoft Office Suite
• Advanced knowledge of Microsoft Outlook
• Experience using Dropbox for document management
• Excellent computer and organizational skills
• Experience supporting executives or project managers preferred

IDEAL CANDIDATE PROFILE

· Previous administrative or project coordination experience

· Ability to manage multiple priorities across team members

· Real estate or construction industry experience strongly preferred

· Excellent organizational and multitasking abilities

· High level of attention to detail

· Strong follow-through with outstanding attention to detail

· Comfortable attending meetings and documenting detailed notes

· Strong written and verbal communication skills

· Proactive, dependable, and highly organized

· Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint, PowerPoint)

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

· Microsoft Office Suite – including Outlook, Word, Excel & PowerPoint

· SharePoint

· Dropbox

· Procore (preferred)

Work Schedule

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 8:00 am to 5:00 pm (Eastern)

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Senior, and Advanced Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: 8:00 am to 5:00 pm (Eastern)
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Near Native
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!