Executive Assistant
About The Position
ACS Executive Assistant Location: Livermore, CA Company: Allied Construction Services (ACS) Reports To: CEO / Owner Position Overview We are seeking a highly organized, tech-savvy Executive Assistant with strong AI tool proficiency and HubSpot experience to support executive leadership and help streamline company operations. This is not a traditional assistant role. We are looking for someone who understands systems, automation, CRM management, and AI-driven efficiency — someone who can think ahead, build structure, and help scale the company. The right candidate is proactive, detail-oriented, and comfortable operating in a fast-paced construction and roofing environment.
Requirements
- 3+ years experience as an Executive Assistant or Operations Assistant
- Hands-on experience with HubSpot (CRM management, workflows, reporting)
- Strong proficiency with AI tools (ChatGPT, automation platforms, etc.)
- Advanced Microsoft Office / Google Workspace skills
- Excellent written and verbal communication
- High level of discretion and professionalism
- Strong organizational and time management skills
Nice To Haves
- Experience in construction, roofing, or field-service industries
- Experience building SOPs and process documentation
- Familiarity with Trello or other project management platforms
- Understanding of sales pipeline management
Responsibilities
- Manage CEO’s calendar, priorities, and meeting preparation
- Draft and edit emails, proposals, reports, and internal communications
- Prepare meeting agendas, take notes, and track action items
- Coordinate leadership meetings and follow-ups
- Assist with company initiatives and special projects
- Maintain and optimize HubSpot CRM
- Build and manage pipelines (Sales, Production, Recruiting, etc.)
- Create workflows, automations, and task triggers
- Ensure accurate data entry and reporting
- Develop dashboards for leadership visibility
- Monitor lead flow and follow-up compliance
- Implement and manage AI tools (ChatGPT, automation tools, workflow builders)
- Create SOPs using AI-assisted documentation
- Identify opportunities to automate repetitive processes
- Build templates for email, job descriptions, newsletters, and reporting
- Train team members on new systems and tools
- Develop and maintain Standard Operating Procedures (SOPs)
- Improve internal communication workflows
- Organize digital file systems and shared drives
- Support HR and recruiting tracking systems
- Assist in project coordination between departments
Benefits
- Competitive salary based on experience
- Performance-based bonus potential
- Growth opportunity within leadership structure
- Paid time off and company benefits (if applicable)
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
