Executive Support Specialist

About Us:

Level Workforce is an innovative consulting and workforce solutions agency dedicated to empowering businesses and business owners in the construction, real estate and finance industries. With over 25 years of combined industry experience, we are passionate about helping clients achieve their goals through strategic guidance, streamlined processes, and operational excellence.

Our team of seasoned professionals offers a range of consulting services, from business advisory to executive hands-on consulting, and staffing solutions to help develop tailored solutions that address our client's unique challenges and goals. We take a client-first approach and prioritize communication, collaboration, and transparency to ensure that our clients feel supported throughout their engagement with us.

Position Details:

• Title: Executive Support Specialist
• Engagement Model: 1099 Independent Contractor / Part-time
• Location: Remote
• Estimated Hours: 15-20 hours per week
• Compensation: $20-35/hour
• Reports To: Executive Team

Job Summary:

Level Workforce is seeking a highly organized, proactive, and resourceful Executive Support Specialist to provide administrative, logistical, and coordination support to the executive team. This multifaceted role combines traditional executive assistance with personal support, event coordination, vendor management, and business development assistance.

The ideal candidate is a detail-oriented problem solver who enjoys keeping things organized, anticipating needs, and ensuring that day-to-day responsibilities are handled efficiently. You should be comfortable managing competing priorities, working independently, and handling sensitive information with professionalism and discretion.

This is an opportunity to work closely with business leaders, gain exposure to executive operations and real estate activities, and contribute to the smooth functioning of a growing, entrepreneurial business.

Key Responsibilities:

Executive and Administrative Support

• Manage incoming and outgoing mail, packages, and document distribution.
• Scan, organize, and maintain digital files and records.
• Coordinate calendars, schedule meetings, and prepare meeting materials.
• Arrange meeting logistics, including locations, room reservations, and technology needs.
• Provide general administrative support and help keep daily operations organized and on track.

Travel and Logistics Coordination

• Coordinate business travel, including flights, accommodations, ground transportation, and itineraries.
• Anticipate logistical needs and ensure travel arrangements are organized and confirmed.
• Assist with scheduling, local errands, and other coordination needs as required.

Vendor Management and Procurement

• Research and identify vendors, service providers, and other business resources.
• Request quotes, coordinate service arrangements, and support vendor relationship management.
• Assist with purchasing supplies, materials, and services for office operations and events.

Expense Tracking and Financial Administration

• Organize and track business expenses, receipts, and invoices.
• Assist with expense reconciliation and financial recordkeeping.
• Coordinate invoice submissions and payment follow-up to support timely processing.

Licensing and Professional Development

• Track professional licenses, certifications, renewal dates, and related requirements for members of the executive team.
• Coordinate continuing education, professional development activities, and related documentation.
• Maintain organized records to help ensure requirements and deadlines are met.

Personal and Family Support

• Coordinate personal appointments, family-related scheduling, and local errands as requested.
• Assist with personal event planning and other logistical needs.
• Handle personal and confidential matters with sound judgment, discretion, and professionalism.

Event Coordination

• Support the planning and execution of corporate events, client meetings, and other business gatherings.
• Coordinate event logistics, vendors, materials, and schedules.
• Provide on-site support, including guest check-in, attendee assistance, and event setup.
• Assist with post-event follow-up and related administrative tasks.

Special Projects and Additional Support

• Assist with special projects, research, and other business initiatives as needed.
• Take on additional administrative, operational, and coordination tasks as assigned to support executive priorities and evolving business needs.

What We’re Looking For:

We are looking for someone who takes initiative, follows through on commitments, and enjoys bringing structure to a wide variety of responsibilities. The strongest candidate will be dependable, adaptable, and comfortable working directly with executives in a fast-paced, entrepreneurial environment.

Preferred Qualifications and Skills

• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills.
• Professional demeanor and the ability to handle confidential information appropriately.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Comfort learning new software, digital tools, and business systems.
• Highly responsive and dependable, with the ability to remain accessible, respond quickly to executive requests, and communicate proactively to ensure time-sensitive tasks and priorities are addressed promptly.
• Strong attention to detail and the ability to manage deadlines and competing priorities.
• Ability to work independently, anticipate needs, and solve problems proactively.
• Experience with CRM platforms, event coordination tools, digital marketing, or social media is a plus.
• Previous experience in executive assistance, administrative support, real estate, event coordination, or marketing is beneficial but not required.

Candidates pursuing a degree in business administration, real estate, event management, or a related field are welcome to apply, but relevant skills and practical experience are equally valued.

Work Arrangement:

This is a part-time, 1099 independent contractor opportunity averaging 15–20 hours per week, with compensation of $20–$35 per hour based on experience and qualifications. The role offers variety, flexibility, and the opportunity to work closely with executive leadership across administrative, operational, and real estate-related activities.

If you are organized, resourceful, and enjoy making things happen behind the scenes, we would love to hear from you.

What We Offer:

• Flexible, remote contract structure that works around your schedule.
• Opportunity to support growing construction and professional services businesses.
• Direct collaboration with experienced business leaders on practical operations and technology improvements.
• Opportunity to help build a client-facing AI, automation, and systems-integration capability.
• Potential to expand responsibilities, client work, hours, and compensation over time based on performance and business needs.

The Level Workforce Mission:

To help businesses build, optimize, and lead their operations. We are committed to providing strategic guidance, streamlining processes, and improving operational efficiency to help our clients thrive in a rapidly changing business landscape. We are committed to helping our industry modernize by implementing automations, sharing our expertise, and facilitating cultural and organizational changes. We are changing how professional services are delivered in corporate America by offering unique flexibility, team collaboration, learning & development, earnings potential and, therefore; improving the quality of life for our growing workforce families!

Commitment To Inclusion:

Level Workforce is an equal opportunity partner. We celebrate diversity and are committed to creating an inclusive environment for all contractors, partners, and clients. We encourage applications from professionals of all backgrounds. If you require an accommodation during the application process, please let us know.