Executive Personal Assistant

Job Description

Position Summary:

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We are looking for a highly organized and proactive Personal Executive Assistant to support a busy business owner across business operations, construction projects, and personal matters. This person will help keep schedules, paperwork, vendors, and follow-ups organized so the owner can focus on running and growing the business.

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Position Responsibilities:

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• Oversee calendars, organize meetings, and direct all scheduling needs.
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• Filter and prioritize phone calls, incoming emails, and crucial communications.
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• Track key priorities, impending deadlines, and necessary action items.
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• Liaise between contractors, sub-contractors, suppliers, third-party vendors, and clients.
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• Drive progress on pending quotes, material deliveries, site visits, and essential paperwork.
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• Support construction and renovation efforts by arranging trade schedules, site visits, and municipal inspections.
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• Monitor job expenditures, collect invoices, log receipts, and update financial tracking sheets.
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• Draft official correspondence, generate purchase orders, and maintain electronic and physical files.
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• Facilitate legal workflows by collecting documentation, liaising with counsel, setting meetings, and tracking information requests.
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• Manage personal travel plans, domestic scheduling, daily errands, and individual appointments.
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• Deliver consistent status reports to Jacob regarding ongoing, pending, and urgent matters.
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Qualifications:

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• 2+ years supporting executives or managing administrative tasks in a similar capacity.
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• Prior background within real estate, construction, or small business environments is highly desirable.
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• Fluent Mandarin preferred.
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• Exceptional organizational capabilities coupled with rigorous precision and consistent execution.
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• Polished interpersonal skills with complete confidence when engaging external vendors, trades, and industry professionals.
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• Demonstrated proficiency using spreadsheets, digital calendars, electronic mailing systems, and file organization systems.
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• Proven aptitude for maintaining strict discretion regarding sensitive personal and corporate records.
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• Active driver's license alongside dependable personal transit options preferred.
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