Executive Assistant

🔥 4 hours ago

🌐 United States, Philippines, +1 more countries – Remote

🇺🇸 United States – Remote 🇵🇭 Philippines – Remote 🇿🇦 South Africa – Remote

💵 $2k - $2.2k / month

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 11%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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InsideOut

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2015

🎯 Recruiter

🤝 B2B

Recruitment • B2B

InsideOut is a recruiting and placement service that sources, screens, and delivers pre-vetted virtual assistants (VAs) and specialists for small businesses and solopreneurs. They provide a done-for-you hiring process—booking a strategy call, sourcing candidates from strategic regions (Philippines, Latin America, South Africa, Egypt), delivering a curated shortlist within 5–7 business days, and supporting offer negotiations and onboarding. InsideOut emphasizes cost-effective global talent (hourly ranges listed by region), a six-month replacement guarantee, pay-only-when-you-hire pricing (no subscriptions), and ongoing post-hire support. Roles covered include general and executive assistants, sales, operations/HR, marketing and creative, and accounting/bookkeeping, targeting U. S. businesses that want to scale by outsourcing administrative and specialist tasks.

📋 Description

• Serve as the CEO's primary operational partner and right hand • Manage pre-construction bid pipelines and monitor subscribed bid boards daily • Identify, screen, and flag matching commercial opportunities • Maintain the central bid log in real time, tracking opportunities, statuses, submission dates, and outcomes • Coordinate and log mandatory bid walkthroughs, site visits, and submission deadlines • Compile specification documents, architectural plans, and bid packages into structured project folders • Track and verify subcontractor compliance documents, including COIs, W-9s, and signed subcontracts • Maintain change order logs, track RFIs, and update project status spreadsheets • Monitor and clear the owner's inbox, flag urgent items, and maintain communication • Draft inquiry responses, vendor updates, and follow-ups in the owner's voice • Coordinate routine communications with trade partners, suppliers, and subcontractors • Use Google Gemini, ChatGPT, or Claude to evaluate spec documents, review proposals, and draft correspondence • Track active bids, due dates, and outstanding action items • Document and organize internal bidding workflows, daily procedures, and administrative routines • Safeguard the owner's calendar for site visits and high-level decision-making • Provide general administrative support as requested

🎯 Requirements

• C1 English level required; selected candidate speaks strictly in English during the whole shift • Flawless written and spoken English with a clear, easy-to-understand voice and minimal accent for professional client and vendor calls • Proficient in Google Workspace (Gmail, Docs, Sheets, Drive) • Comfortable leveraging generative AI tools, specifically Google Gemini, ChatGPT, or Claude • Exceptional organization skills with acute awareness of strict bid deadlines, mandatory meetings, and document accuracy • Strong understanding of standard construction documentation, including blueprints, architectural specs, addenda, and RFIs • Self-starter who brings solutions and proactive updates rather than needing step-by-step direction • Conversational or fluent Spanish highly preferred • Background in construction operations

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