Job Description
Location: Remote
Schedule: Part-Time (20 - 32 Hours)
Employment Type: Long-Term Contractor
Pay: Competitive / Based on Experience
ABOUT US
We are a fast-growing field operations and labor services company supporting large construction projects across Ohio. Our teams operate in fast-moving environments where organization, responsiveness, and follow-through are critical.
Internally, we run a lean operation. The administrative side of the business needs to stay highly organized in order to support field teams, client demands, compliance requirements, and day-to-day operational decisions.
This role will work closely with the company owner to help keep administrative systems organized, communications managed, and operational tasks moving forward.
POSITION SUMMARY
We are seeking a highly organized Remote Executive & Administrative Operations Assistant to support both the company owner and internal operations.
This position combines executive assistant responsibilities with administrative operations support. The role is heavily focused on managing communications, organizing digital documentation, maintaining compliance records, coordinating purchasing, and helping ensure that important tasks and deadlines are not missed.
A major part of this role involves helping manage the flow of information. The assistant will often be copied on emails, client communications, and internal requests in order to help track action items, follow-ups, documentation needs, and deadlines. The goal is to help bring structure, visibility, and follow-through to a fast-moving business environment.
This role also requires ownership of the company’s digital document management systems, including organizing files within Microsoft Teams, maintaining personnel documentation, ensuring contracts and compliance records are properly stored, and helping keep internal records clean and accessible.
The ideal candidate is someone who enjoys organizing information, keeping systems clean and structured, and helping leadership stay on top of priorities. Strong attention to detail, strong communication skills, and the ability to manage multiple administrative workflows simultaneously are essential.
KEY RESPONSIBILITIES
Executive / Personal Assistant Support
- Provide direct administrative support to the company owner, including:
- Managing and organizing calendars, appointments, and scheduling
- Helping track emails, requests, and follow-up items
- Being copied on key communications to help monitor action items and deadlines
- Helping organize incoming requests from clients, partners, and internal teams
- Assisting with forms, documentation, and administrative follow-through
- Helping ensure important tasks and priorities stay organized and on schedule
Communication & Task Tracking
- Monitor communications and help track outstanding requests and action items
- Maintain visibility on deadlines, document requests, and follow-ups
- Help ensure important items do not fall through the cracks
- Provide reminders and updates when tasks or responses are pending
Digital File & Records Management
- Manage and maintain the company’s digital filing systems
- Organize documentation within Microsoft Teams and internal storage systems
- Receive and organize scanned documents from internal staff
- Maintain clean, structured digital records including:
- contracts
- W-9s
- personnel files
- onboarding documentation
- compliance records
- Ensure files are consistently named, categorized, and easily retrievable
Project Compliance Support
- Help track project documentation requirements
- Maintain records for COIs (Certificates of Insurance), contracts, and compliance documents
- Ensure required documentation is collected, organized, and stored correctly
- Support internal tracking of compliance-related materials across projects
- Purchasing & Administrative Operations Support
- Assist with ordering supplies, equipment, and materials
- Coordinate purchasing requests from internal teams
- Maintain purchasing records and documentation
- Support general administrative coordination as needed
WHAT SUCCESS LOOKS LIKE
The right person for this role will:
- Keep digital files and documentation highly organized
- Help manage communications and ensure tasks are followed up on
- Maintain accurate compliance and personnel documentation
- Support purchasing and administrative coordination efficiently
- Bring structure and visibility to incoming requests and priorities
- Help the owner stay focused by keeping administrative details organized
- Communicate clearly, professionally, and consistently
PERSONALITY & WORK-STYLE FIT
We’re looking for someone who is:
- extremely organized and detail-oriented
- proactive and self-directed
- comfortable working in a fast-moving environment
- highly reliable and consistent
- professional and respectful
- calm under pressure
- comfortable managing multiple administrative tasks simultaneously
- solution-oriented and drama-free
If you enjoy organizing information, managing communications, and helping a growing business stay structured and efficient behind the scenes, this role will be an excellent fit.
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