Part-time Executive Assistant
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Job Description
Part-time Executive Assistant supporting an engineering professional with schedule management, client relations, and proposal writing. Flexible remote role in Arizona timezone.
Responsibilities:
- Managing Greg's schedule, tasks, and project timelines to keep everything moving forward
- Handling email management and day-to-day administrative tasks
- Updating client records in HubSpot and inputting data into QuickBooks
- Keeping Greg accountable to deadlines, deliverables, and commitments
- Conducting structured client check-ins at the 3, 6, and 12-month marks after project completion
- Creating and sending Project Books to clients once a project wraps up
- Managing client communications around project updates — so nothing gets promised without checking the calendar first
- Writing and sending professional proposals to clients and leads
- Sending invoices and following up on outstanding proposals
- Managing leads and contacts within HubSpot (CRM)
Requirements:
- Experience with HubSpot and QuickBooks
- Proficiency in Outlook and the Microsoft suite
- Highly organized with a strong project management background
- Excellent written communication skills — you can write a polished proposal and speak the language of engineering or construction
- Background or familiarity with the engineering or construction industry is a strong plus
- Self-directed and reliable — you don't need to be micromanaged or reminded of the same thing twice
- Proactive communicator who keeps clients and Greg in the loop without being asked
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