Executive Virtual Assistant

About the Role

DASH is seeking a highly organized and proactive
Executive Virtual Assistant
to support one of our design and construction industry clients. The ideal candidate will have a strong background in administrative operations, client communication, and project coordination—preferably within an architecture, construction, or interior design environment.

This position requires someone who can manage multiple priorities, communicate confidently with clients and vendors, and ensure the smooth operation of both administrative and project management functions. The role is fully remote but requires familiarity with
NYC-based project workflows
, timelines, and documentation.

Key Responsibilities

1. Executive & Administrative Support

• Manage the principal's
  email inbox
  daily: organize messages, flag important correspondence, and draft replies as needed.
• Maintain and coordinate
  shared calendars
  , schedule meetings, and manage availability.
• Answer and forward incoming phone calls
  , check and summarize voicemails, and ensure timely responses.
• Prepare meeting agendas, take notes, and track action items to completion.
• Coordinate communication across email, Teams, or other internal platforms.
• Support day-to-day administrative operations to ensure smooth workflow and organization.

2. Project Coordination

• Maintain and update a
  project tracking list
  in Excel or project management software with all active and potential projects.
• Input and track project data in
  QuickBooks
  ,
  Monograph
  , or equivalent systems.
• Assist with
  project invoicing, payment tracking
  , and reconciliation.
• Coordinate with design and project teams on orders, deliveries, and scheduling.
• Support purchasing coordination and vendor communication for ongoing projects.
• Maintain organized and up-to-date digital project files.

3. Client Communication & Support

• Serve as a liaison between the principal, clients, vendors, and collaborators.
• Prepare and send client correspondence, proposals, and invoices.
• Manage scheduling, follow-ups, and deliverables to ensure consistent client satisfaction.

4. HR, Payroll & Benefits Coordination

• Submit
  biweekly payroll
  according to established schedules.
• Track and approve
  PTO requests
  , ensuring documentation and supervisor approvals.
• Coordinate with payroll and benefits administrators as needed.
• Enter employee
  401K contributions
  and assist with annual reporting.
• Maintain confidentiality in all HR-related matters.

5. Vendor & Office Management

• Manage relationships with key vendors and service providers, including cleaners, suppliers, couriers, and subscription vendors.
• Maintain vendor account access, contact information, and payment schedules.
• Oversee recurring orders, subscriptions, and auto-pay accounts.
• Assist with obtaining and maintaining
  Certificates of Insurance (COIs)
  and coordinating with insurance providers.
• Ensure all vendor invoices are received, approved, and recorded accurately.

6. Accounting & Financial Coordination

• Receive and log
  client payments
  , entering details into financial tracking systems.
• Record vendor invoices, reconcile balances, and support expense management.
• Track markups and purchasing documentation for all active projects.
• Maintain accurate and organized financial records in QuickBooks or similar systems.

7. Systems & Technology

• Maintain access to and organization of all relevant systems and tools, including:
• QuickBooks
• Monograph
• Microsoft Teams
• Excel / Google Workspace
• Zoom
• Vendor portals (e.g., Staples, FedEx, Verizon, etc.)
• Help optimize and streamline digital workflows for task tracking and reporting.

Qualifications

• 3–5 years of experience as an
  Executive Assistant, Project Coordinator, or Administrative Manager
  , ideally in architecture, design, or construction.
• Strong understanding of
  project workflows and operations in NYC
  (preferred).
• Excellent written and verbal communication skills.
• Highly organized, detail-oriented, and proactive in managing priorities.
• Proficiency with Microsoft Teams, QuickBooks, Excel, and project management tools.
• Ability to manage multiple deadlines independently and maintain confidentiality.