Personal Assistant
Virtual Coworker
Posted 27 days ago
Client Information
The company is an architectural design and engineering firm headquartered in California, dedicated to designing custom spaces and delivering permitted building plans. Focusing on quality, efficiency, and customer service, their team of architectural designers and engineers partners with clients to guide residential and commercial projects from concept to completion.
Key Duties and Responsibilities
The company is an architectural design and engineering firm headquartered in California, dedicated to designing custom spaces and delivering permitted building plans. Focusing on quality, efficiency, and customer service, their team of architectural designers and engineers partners with clients to guide residential and commercial projects from concept to completion.
Key Duties and Responsibilities
- Manage a unified, clearly delineated digital calendar spanning A&E client meetings, site visits, board meetings, and solar sales calls, site assessments, and installer coordination
- Triage email/calls/texts across all inboxes, drafting responses appropriate for each brand/voice
- Build itineraries, confirm bookings, and troubleshoot travel issues.
- Prescreen and schedule project bids.
- Organize all files in shared drives (Google Drive) with a clear, consistent folder structure per company
- Manage the sales pipeline/CRM remotely, follow up on quotes and leads by phone/email
- Support remote onboarding logistics for new hires (scheduling, paperwork, shipping equipment)
- Support with screening and recruiting new staff.
- Manage personal appointments and family scheduling (booking, confirming, rescheduling)
- Handle confidential personal and financial matters with discretion, using secure digital channels
- Track invoicing status and follow up on outstanding payments via email/phone
Important Additional Information
Nice to Have:
- Architecture and Engineer background
- Basic bookkeeping or multi-entity administrative experience
After an initial ramp-up period (2–6 months), the schedule may shift from 10am-2pm PST to 2pm–6pm PST.
Required Qualifications
- Excellent written and verbal communication skills
- Highly organized with strong digital systems for separating information, files, and communications by entity
Required Skills
Appointment Setting
Calendar Management
Client Communication
Confidentiality
CRM Management
Email Management
File Organization
Invoicing
Meeting Coordination
Onboarding
Project Coordination
Recruitment & Selection
Scheduling
Travel Booking
Required Tools
Google Drive