Operations & Executive Assistant

• Handle critical communication flow, coordinating across teams, managing marketing function, and ensuring nothing falls through the cracks.
• Answer the owner's phone calls; field inquiries, route urgent matters, screen communications.
• Manage email inbox (High level, Gmail, Outlook) using claude AI; draft replies, flag strategic matters.
• Handle text message follow-ups and client/vendor communication.
• Coordinate with clients, vendors, subcontractors, and city departments.
• Maintain organized project files, contracts, invoices, permits, and documentation.
• Prepare meeting agendas, take notes, and ensure action items are tracked.
• Monitor project timelines, budgets, and status across all active jobs.
• Send and track invoices; follow up on outstanding payments.
• Coordinate with Project Managers and Site Superintendents on schedule, scope, and materials.
• Track material orders, deliveries, and subcontractor approvals.
• Prepare project status reports, change orders, and scope documents.
• Follow up on project delays, vendor lead times, and inspection scheduling.
• Support payroll, timesheets, and subcontractor documentation.
• Manage day-to-day direction for marketing team (Meta Ads manager, content creators, designers).
• Review campaign performance, approvals, and deliverables.
• Coordinate marketing calendar, content briefs, and social media posting.
• Track marketing budget, ROI metrics, and vendor accountability.