Executive Assistant (Construction Finance & Operations)

Work Arrangement: Fully Remote (Must have overlap with U.S. Eastern Time hours; U.S. construction experience highly preferred)

Job Type: Independent Contractor, Full-Time

Salary Range: Competitive, commensurate with experience

Work Schedule: Monday to Friday, 9:00 AM – 6:00 PM EST (40 hours/week)

Location: Remote; open to candidates globally with a preference for those experienced in U.S. construction or design-build environments

Holidays Observed: U.S. Holidays

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They’re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we’ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we’re building for: Watch here

Why Work with Us?

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the long-term success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as community-driven benefits like an annual retreat.

About the Partner Company

The company is a fast-growing design-build firm specializing in custom spas, thermal amenities, and wellness spaces for both high-end and community-centered projects. They bridge high-end wellness architecture with community-focused construction, integrating design excellence with technical execution. This is a unique opportunity to join a values-driven organization with a strong reputation in the U.S. wellness and construction market.

Role Overview

We are seeking a highly organized, detail-oriented Executive Assistant with deep Construction Accounting and Finance skills to support executive leadership and project operations. In this full-time remote role, you will provide high-level administrative support and play a hands-on role in construction billing, job cost tracking, and operational finance. The ideal candidate is fluent in the language of design and construction, highly proficient in QuickBooks for construction, and experienced with project-based accounting workflows. As the business grows, this position may evolve into a Controller role.

Key Responsibilities

Executive Support (50%)

• Provide high-level executive assistance to the Principal across all aspects of design and construction operations
• Manage calendars, schedule meetings, coordinate documentation, and support internal/external communications
• Assist with design-related tasks such as coordinating submissions, issuing requisitions, and maintaining project documentation
• Track project milestones and help organize design-build project phases

Construction Accounting & Finance (50%)

• Prepare and submit monthly billing and requisition packages for construction and design projects (including AIA G702/G703 forms)
• Track project-specific job costs and profitability using QuickBooks for construction and internal spreadsheets
• Coordinate with the company bookkeeper to ensure internal tracking aligns with accounting books
• Prepare documentation for quarterly sales tax filings and support multi-state compliance
• Communicate with the CPA on state/federal tax matters and multi-state sales tax filings
• Support or take over internal bookkeeping workflows as needed, depending on skillset

Requirements

Non-Negotiables:

• 3+ years’ experience in construction accounting, bookkeeping, or finance for a U.S.-based construction or design-build firm
• Advanced proficiency in QuickBooks (construction edition) and Excel/Google Sheets
• Strong understanding of project-based accounting, AIA billing formats, cost tracking, and profitability reporting
• Highly organized, reliable, and able to manage multiple priorities without constant supervision
• Excellent written and verbal communication skills
• High integrity and discretion when handling financial and executive-level information
• Comfortable working remotely and using cloud-based collaboration tools

Nice-to-Haves:

• Experience assisting executive leadership in a design, architecture, or construction firm
• Familiarity with platforms such as Procore, Deel, Asana, or Dropbox
• Experience coordinating across multiple time zones or with global teams

Benefits

• Fully remote position with competitive salary based on experience

• Paid vacation and U.S. holidays
• Opportunity to grow into a Controller role as the company expands
• Direct mentorship from industry leaders
• Professional development and ongoing training resources

Our Recruitment Process:

1. Application
2. Screening
3. Skills Assessment
4. Top-grading interview
5. Client Interview
6. Job Offer
7. Client Onboarding