Executive Assistant

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. Key ResponsibilitiesExecutive Support 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 HubSpot CRM Management 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 AI & Systems Integration 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 Operations & Process Support 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 QualificationsRequired: 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 Preferred: 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 Skills & Traits We Value Systems thinker Process builder Tech-comfortable and adaptable High accountability Detail obsessed Calm under pressure Solution-oriented Self-starter who doesn't wait for direction Key Performance Indicators (KPIs) HubSpot data accuracy and pipeline visibility Reduction in manual administrative tasks Executive calendar efficiency SOP completion and implementation rate Follow-up compliance across leadership team Automation improvements implemented quarterly Compensation Competitive salary based on experience Performance-based bonus potential Growth opportunity within leadership structure Paid time off and company benefits (if applicable) Why Join Us? Allied Construction Services is a fast-growing company focused on building strong systems, strong leadership, and long-term scalability. We believe in leveraging technology and AI to work smarter - not harder. If you love building structure, optimizing systems, and supporting high-level leadership, this role is for you.

Created: 2026-03-06