Executive Personal Assistant

Position Summary:

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.

Position Responsibilities:

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

Qualifications:

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