Memtech Acoustical - Executive Assistant

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Requirements:

• 2 years + experience as a virtual EA / Ops Assistant.
• Prior experience working for an International or US based Business.
• Prior experience working in Construction : Understanding of construction drawings & blueprints.
• Strong organizational and admin skills
• Prior experience supporting executives remotely
• Fluent written and verbal English skills
• Excellent attention to detail and ability to anticipate needs
• Comfortable with Microsoft 365 and project/task management tools
• Experience creating SOPs and process documentation.

Responsibilities:

• Coordinate schedules, book meetings, send reminders, and ensure follow-ups happen on time.
• Triage email, draft professional responses, manage client/vendor communication, and respond to DMs and messages across our social media accounts.
• Handle document organization, data entry, and various administrative tasks that keep the business organized.
• Schedule site visits, track deliveries, liaise with contractors, and manage key logistics for both real estate and acoustics projects.
• Monitor timelines, track action items, and help keep projects on schedule.
• Create follow-up notes, to-do items, and task assignments after meetings to ensure clear next steps and that no communication falls through the cracks.
• Serve as a point of contact between the executive team and other departments; coordinate with team members to ensure alignment.
• Help document and refine standard operating procedures for smoother workflows.
• Draft blog posts, create social media content, help with SEO efforts, respond to comments/messages, and create discussion threads on platforms like Reddit to spread awareness about noise control and our services.
• Help create and manage email marketing campaigns, maintain and update distribution lists, and assist with client outreach initiatives.