Executive Assistant - Construction Coordination

About Clear Summit Investments and EGR Ventures

Clear Summit Investments, based in Honolulu, Hawaii, is a leading real estate firm specializing in outdoor hospitality, including RV parks, glamping resorts, hot springs, and wellness retreats near top national parks and sought-after locations throughout the American West. Their design and construction division, EGR Ventures, manages ground-up builds and major renovations, transforming undeveloped land and underutilized properties into popular resorts. With over 55 investments and more than $3.3 billion in developed real estate, the team is high performing and efficient.

Role Overview

EGR Ventures seeks a highly organized and knowledgeable Executive Assistant intimately familiar with the construction industry to directly support the CEO. This position serves as a critical partner embedded in daily construction operations across 10 active properties. Candidates must understand construction processes, stakeholder communication, and the fast-paced environment. Initial onboarding involves learning the portfolio and operations closely with the CEO, progressing to full ownership of project coordination and team accountability within three months.

Key Responsibilities

• Manage coordination for 10 simultaneous development projects, overseeing schedules, budgets, milestones, and action items.
• Act as main liaison between the VP of Development, subcontractors, vendors, and internal construction teams.
• Screen and onboard subcontractors by collecting bids, verifying credentials, and managing communications throughout project lifecycles.
• Monitor and ensure timely completion of deliverables, approvals, and outstanding tasks with all stakeholders.
• Review and organize construction documents including plans, drawings, and submittals, escalating issues when necessary.
• Arrange site visits and field communications; occasional travel to job sites across the American West.
• Maintain and update project budgets and cost tracking using Excel and Google Sheets.
• Process expenses, reconcile costs, and coordinate with accounting using tools like Ramp and QuickBooks.
• Proactively identify budget variances and support financial reporting efforts.
• Manage calendars, inboxes, and correspondence for the VP of Development through Google Workspace.
• Schedule meetings, calls, and site visits; draft project correspondence and meeting notes.
• Organize documentation including contracts, RFIs, submittals on shared drives.
• Utilize AI tools such as Claude and Fireflies to optimize administrative productivity.

Required Qualifications

• Minimum 2 years experience managing multiple construction or real estate development projects concurrently.
• Proven ability in managing subcontractor relationships with accountability and communication proficiency.
• Strong background in construction terminology, workflows, and field documentation like RFIs and change orders.
• Proficiency with Google Workspace applications including Gmail, Calendar, and Drive.
• Experienced in budget tracking using Excel or Google Sheets.
• Familiar with expense management platforms (Ramp or similar) and accounting software (QuickBooks or similar).
• Exceptional organizational skills with the ability to juggle multiple priorities without errors.
• Excellent written and verbal communication skills suitable for professional stakeholder interaction.
• Self-motivated, able to operate independently in a remote work setting.
• Availability aligned with Pacific Time core hours (approximately 8 AM – 4 PM PT).

Preferred Qualifications

• 3 to 5 years of experience in construction or development project coordination.
• Ability to read and interpret basic architectural, civil, or site plans.
• Experience with AutoCAD or similar CAD software considered a strong plus.
• Familiarity with project management platforms like Asana or Procore.
• Previous experience supporting senior executives such as a VP or Director in construction or development sectors.
• Background in hospitality, resorts, or outdoor real estate development advantageous.
• Comfort using AI-based productivity tools like Claude, Fireflies, or ChatGPT.

Success Milestones

• First 30 Days: Work closely with the CEO to understand processes, team members, and the project portfolio.
• First 90 Days: Take full ownership of project coordination, ensuring no tasks or communication gaps occur.
• Long Term: Become an integral extension of the development team with growing responsibilities and corresponding compensation.

Additional Information

• Position is remote with preferred working hours aligning to Pacific Time zone (8 AM to 4 PM PT).
• Full-time W-2 employment at 40 hours per week.
• Base salary ranges from $60,000 to $80,000 annually depending on experience, with higher pay possible for exceptional candidates.
• Employer covers 75% of health insurance premiums.
• Performance-based bonus opportunities exist and will be discussed.
• Travel may be required occasionally for site visits to developments across the American West.
• Applicants are encouraged to submit a brief 5-minute video introduction highlighting relevant experience.