Virtual Executive Assistant (Construction and/or Real Estate)

About Frontier

Frontier is a subsidiary of Fresh Prints. Fresh Prints is a New York-based, fast-growing, fully remote company with a global team based primarily in India and the Philippines.

At Frontier, we help high-growth companies build exceptional global teams. We recruit top talent and place them into long-term, full-time roles with leading startups across a wide range of industries. Our focus is on finding candidates who are not only highly skilled but also thrive in fast-paced, high-impact environments.

If you're interested in a Frontier role and are selected to move forward, you'll complete a practical skills assessment followed by interviews with our team and the client.

Think of us as your personal talent agent—and good luck with your application! 😊

Please note: To ensure we find the best fit, our hiring process begins with a practical skills assessment before interviews.

About the Client

Saltbox is on a mission to make the hardest parts of running a small business simple. The company provides flexible warehouse suites, office space, and logistics support that help eCommerce businesses grow and scale with confidence.

As Saltbox continues to expand across the United States, the Services & Operations team plays a critical role in driving strategic initiatives, supporting operational excellence, and ensuring seamless execution across multiple business functions.

The company is seeking an experienced, highly organized, and proactive Virtual Executive Assistant to support the VP of Services & Operations . This role is ideal for someone who thrives in a fast-paced environment, anticipates needs before they arise, and serves as a trusted operational partner to executive leadership.

Role Overview

As the Virtual Executive Assistant, you will be the primary support partner to the VP of Services & Operations, helping manage a dynamic and constantly evolving workload. This role extends beyond traditional executive support—you'll coordinate projects, manage executive operations, drive accountability across teams, and ensure priorities move forward efficiently.

Success in this role requires exceptional organizational skills, strong business judgment, excellent communication, and the ability to manage multiple high-priority initiatives simultaneously. You'll work closely with internal stakeholders, external partners, and cross-functional teams to help keep projects on track while enabling the executive to focus on strategic priorities.

Experience supporting executives in construction, real estate, facilities, property management, or project-driven operational environments will be highly valued.

Key Responsibilities

Executive Calendar & Meeting Management

Own and manage the executive's calendar, balancing competing priorities while protecting strategic focus time

Coordinate meetings across multiple stakeholders and time zones

Anticipate scheduling conflicts and proactively resolve them

Prepare agendas, briefing materials, and supporting documentation before meetings

Ensure the executive is informed, prepared, and operating efficiently throughout each day

Meeting Management & Executive Follow-Up

Utilize Fireflies or similar AI-powered meeting assistants to capture meeting transcripts

Convert discussions into concise summaries, action items, and executive briefs

Organize documentation and meeting records across internal systems

Track follow-ups, commitments, and deadlines to ensure timely completion

Drive accountability by following up with stakeholders on outstanding action items

Inbox & Executive Communications

Manage and prioritize incoming email communications

Draft professional correspondence on behalf of the executive

Identify urgent matters requiring immediate attention

Maintain a highly organized inbox and ensure timely responses

Support clear communication across internal teams, external partners, and leadership

Project Coordination & Operational Support

Coordinate multiple operational initiatives simultaneously while tracking progress against deadlines

Maintain project trackers, timelines, and priority lists

Monitor milestones and proactively identify risks or blockers

Coordinate with cross-functional teams, vendors, consultants, and external partners

Prepare executive status updates, reports, and project summaries

Ensure action items remain on schedule and stakeholders remain aligned

Travel & Expense Management

Coordinate domestic travel arrangements, including flights, accommodations, transportation, and itineraries

Manage schedule changes and travel adjustments as needed

Maintain organized travel documentation and itineraries

Process and reconcile expense reports and receipts

Ensure compliance with company policies and reporting requirements

Executive Operations & Administrative Support

Support weekly planning, prioritization, and operational planning sessions

Organize documentation, trackers, and executive resources

Manage recurring administrative processes and reminders

Serve as a trusted operational partner for executive support and coordination

Continuously improve workflows and identify opportunities to increase operational efficiency

What We're Looking For

5+ years of experience supporting senior executives, founders, or leadership teams in fast-paced organizations

Previous experience as an Executive Assistant, Virtual Executive Assistant, Executive Operations Coordinator, Executive Business Partner, or similar role

Demonstrated ability to manage complex calendars, shifting priorities, and competing deadlines

Strong project coordination experience with multiple concurrent initiatives

Exceptional organizational, planning, and time management skills

Outstanding written and verbal English communication skills

Strong attention to detail with excellent follow-through

Ability to anticipate executive needs and exercise sound judgment with minimal supervision

Experience handling confidential information with professionalism and discretion

Comfortable working independently in a fully remote environment

Advanced proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets)

Experience using AI meeting assistants such as Fireflies or similar tools

Familiarity with project management platforms such as Asana, ClickUp, Notion, Monday.com, Jira, or similar collaboration tools

Preferred Qualifications

Experience supporting executives in construction, real estate, facilities, property management, engineering, architecture, or project-driven operational environments

Experience supporting executives within fast-growing startups or scaling organizations

Strong background coordinating cross-functional operational projects

Experience working with vendors, contractors, consultants, or external partners

Familiarity with workflow automation and AI-powered productivity tools

Experience managing executive travel and expense reporting

Additional Details

Fully Remote

Full-Time Position

Reports directly to the VP of Services & Operations

Meaningful overlap with U.S. business hours required

Long-term opportunity with strong growth potential