Full-Time Executive Virtual Assistant – Construction, Real Estate & Business Operations

Our Company

We are a growing construction and real estate development company based in Molokaʻi, Hawaii, USA. Our work includes construction, excavation, land clearing, hauling, property acquisition, housing development, and real estate investment.

We are looking for an exceptional, long-term Virtual Assistant in the Philippines who can help manage our day-to-day administrative operations so I can focus on growing the business, acquiring properties, managing projects, and developing housing.

This is not a basic data-entry position. I am looking for someone organized, trustworthy, detail-oriented, proactive, and capable of taking ownership of recurring responsibilities without needing constant supervision.

Primary Responsibilities

1. Executive Assistance & Email Management

• Manage and organize business email s and flag important messages.
• Draft professional email responses for my review or send approved responses independently.
• Follow up with customers, suppliers, subcontractors, consultants, and other business contacts.
• Manage my calendar, schedule meetings, book appointments, and send reminders.
• Maintain a daily task list and ensure outstanding commitments are followed up on.
• Help prioritize my workload and keep me accountable to deadlines.

2. Construction Estimating & Invoicing

• Prepare professional estimates, quotes, proposals, and invoices using information I provide.
• Organize scopes of work, material lists, supplier quotes, labor costs, equipment costs, and project expenses.
• Build and maintain estimating spreadsheets and reusable templates.
• Track outstanding invoices, customer payments, purchase orders, and subcontractor bills.
• Follow up on unpaid invoices and missing quotes.
• Maintain accurate project cost records and help compare estimated costs against actual expenses.

Construction experience is a major advantage. Applicants should be comfortable working with construction terminology, quantities, spreadsheets, and financial figures.

3. Bookkeeping & Tax Preparation Support

• Organize receipts, invoices, bank statements, expense records, and vendor documentation.
• Categorize transactions for review in the company’s accounting system.
• Maintain organized records of business income, expenses, equipment purchases, loan payments, and project costs.
• Reconcile records against statements when authorized and trained.
• Prepare monthly bookkeeping summaries and reports for our tax accountant.
• Maintain a checklist of missing receipts, documents, and information required by the accountant.
• Coordinate with our tax accountant to gather and submit requested documentation.

You will not be expected to provide tax or legal advice, make unsupported accounting judgments, or independently file tax returns. The goal is to keep our records accurate and organized so our professional accountant can work efficiently.

Experience with QuickBooks Online is strongly preferred.

4. Social Media & Marketing

• Manage our business social media accounts, including Facebook and Instagram.
• Create and schedule professional posts featuring construction projects, equipment, property developments, and company updates.
• Edit basic photos and videos using Canva, CapCut, or similar tools.
• Write engaging captions and respond to routine inquiries using approved guidelines.
• Maintain a simple content calendar and suggest marketing ideas.
• Help turn project photos and videos I provide into consistent marketing content.
• Track basic engagement metrics and provide a monthly summary.

Experience marketing construction companies, contractors, real estate businesses, or homebuilding companies is a significant advantage.

5. Real Estate Development Administration

• Maintain organized digital folders for properties, projects, contracts, permits, plans, and correspondence.
• Update spreadsheets tracking property leads, acquisition opportunities, project budgets, and development milestones.
• Maintain permit and compliance trackers based on information provided by our team and professional consultants.
• Organize bids, proposals, architectural drawings, engineering documents, and contractor correspondence.
• Follow up with consultants and other project contacts regarding outstanding documents and deadlines.
• Help maintain an organized overview of active projects and upcoming priorities.

6. General Business Operations

• Maintain organized Google Drive folders and business documentation.
• Create and improve spreadsheets, checklists, standard operating procedures, and templates.
• Prepare a concise daily update and a weekly business operations report.
• Identify recurring problems and recommend practical ways to improve efficiency.
• Work independently, communicate clearly, and bring solutions rather than simply reporting problems.

Required Qualifications

Applicants must have:

• Excellent written and spoken English.
• Strong organizational skills and exceptional attention to detail.
• Experience as a Virtual Assistant, Executive Assistant, Operations Assistant, Bookkeeper, or Project Coordinator.
• Strong Google Workspace skills, including Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets.
• Proficiency with spreadsheets, basic financial calculations, and document preparation.
• Experience managing email , scheduling appointments, and following up on outstanding tasks.
• The ability to manage multiple responsibilities and meet deadlines.
• A reliable computer, stable internet connection, and a quiet working environment.
• Professional communication, discretion, honesty, and respect for confidential business information.
• A willingness to learn our systems and follow documented procedures.

Preferred Qualifications

The following experience will make an applicant stand out:

• Construction administration or contractor office management.
• QuickBooks Online and bookkeeping support.
• Construction estimates, quotes, invoices, and job costing.
• Real estate development, property management, or real estate investing.
• Facebook and Instagram business account management.
• Canva, CapCut, or other basic content creation tools.
• Experience supporting a small business owner or entrepreneur in the United States.

You do not need to be an expert in every area, but you must be highly organized and willing to learn.

Work Schedule

• Full-time, approximately 40 hours per week.
• Must have several hours of overlap with Hawaii business hours.
• Long-term position with opportunities for increased responsibility as the company grows.
• Must be responsive during agreed working hours and communicate proactively when a deadline or issue needs attention.

Compensation

Starting budget: approximately $700–$1,200 USD per month, depending on experience, skills, and demonstrated ability.

Exceptional applicants with relevant construction administration, bookkeeping, and operations experience may be considered at a higher rate.

We are looking for a long-term team member who can grow with the business.