Executive Assistant – Remote, Construction & Permit Coordination

About the role

VirtueStaff is looking for a proactive Executive Assistant to support office operations, client scheduling and project administration for our construction‑focused client. Working remotely, you will be the first point of contact for customers, manage front‑line phone interactions and keep field schedules aligned using Housecall Pro and Google Calendar.

Key responsibilities

• Answer and direct incoming phone calls while delivering excellent customer service.
• Schedule and coordinate customer appointments, project meetings and field visits.
• Maintain and update CRM records (HubSpot, Salesforce, etc.) ensuring accurate project information.
• Perform data entry and manage administrative documentation.
• Prepare permit applications and submit required paperwork to county offices.
• Manage Google Calendars, set reminders and track appointments.
• Provide general office support to ensure efficient workflow.

Required profile

• Professional phone etiquette and strong communication skills.
• Proven experience coordinating calendars and handling appointments.
• Fast, accurate data‑entry abilities with high attention to detail.
• Background working with contractors, construction or roofing companies.
• Familiarity with municipal permit processes.

Required skills

• Housecall Pro
• HubSpot (CRM)
• Slack
• Google Workspace (including Google Calendar)
• Salesforce, JobNimbus, ServiceTitan or Zoho CRM platforms

What we offer

• Fully remote work arrangement.
• Performance‑based bonus.