Virtual Executive Assistant (Construction and/or Real Estate)

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.

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