Job Title: Executive Assistant (Virtual Assistant)
Hours: Full-Time, M-F, 8AM-5PM Eastern Standard Time
Industry: Construction Consulting / AEC
Pay: $6-$10/hr
About Us At Infinite Consulting, we are building better futures — for our clients, our team, and the communities we serve. As a leader in the AEC space, we support large-scale infrastructure projects through a deep understanding of construction management, strategic growth, and innovation. We're growing, and we're looking for a proactive and highly organized Executive Assistant (Virtual Assistant) to support our Director of Pursuits in streamlining operations, managing communications, and staying ahead of day-to-day priorities.
Position Summary The Executive Assistant will play a critical role in supporting the Director of Pursuits with high-level administrative tasks, scheduling, and project coordination. This is a fast-paced, high-touch role perfect for someone who thrives on organization and takes initiative.
Key Responsibilities: Calendar & Meeting Management
- Maintain and manage complex calendars, prioritize meetings, and coordinate across teams and external partners.
- Schedule and prepare materials for internal and external meetings.
- Follow up on action items and deadlines after meetings.
Communication & Correspondence
- Handle correspondence, including emails and phone calls, with professionalism and discretion.
- Serve as a liaison between the Director and internal/external stakeholders.
Administrative & Operational Support
- Assist with document management, filing systems, and CRM entries.
- Prepare and format reports, presentations, and proposals.
- Handle travel arrangements, expense tracking, and reimbursements.
Project Coordination
- Support pursuit and proposal efforts with administrative follow-through.
- Track deadlines and help manage timelines on active projects.
- Assist in gathering materials, bios, and data for RFP responses or team presentations.
Executive Initiatives & Special Projects
- Collaborate with the Director to move strategic ideas forward.
- Provide operational support on initiatives related to business development, marketing, or process improvement.
- Research tools, systems, or resources as needed to support execution.
Qualifications:
- Proven experience as an executive administrative assistant or in a similar role.
- Strong proficiency in Microsoft Word; experience with other Microsoft Office applications (SharePoint, Excel, PowerPoint, Outlook) is a plus.
- Excellent organizational skills with a keen attention to detail.
- Strong written and verbal communication skills.
- Ability to manage multiple tasks and prioritize effectively.
- Self-motivated and capable of working independently with minimal supervision.
- Experience with project management tools is a plus.
