AI Specialist

ACS Executive Assistant

Location: Livermore, CA
Company: Allied Construction Services (ACS)
Reports To: CEO / Owner

Position Overview

We are seeking a highly organized, tech-savvy Executive Assistant with strong AI tool proficiency and HubSpot experience to support executive leadership and help streamline company operations.

This is not a traditional assistant role. We are looking for someone who understands systems, automation, CRM management, and AI-driven efficiency — someone who can think ahead, build structure, and help scale the company.

The right candidate is proactive, detail-oriented, and comfortable operating in a fast-paced construction and roofing environment.

Key Responsibilities

Executive Support

• Manage CEO’s calendar, priorities, and meeting preparation
• Draft and edit emails, proposals, reports, and internal communications
• Prepare meeting agendas, take notes, and track action items
• Coordinate leadership meetings and follow-ups
• Assist with company initiatives and special projects

HubSpot CRM Management

• Maintain and optimize HubSpot CRM
• Build and manage pipelines (Sales, Production, Recruiting, etc.)
• Create workflows, automations, and task triggers
• Ensure accurate data entry and reporting
• Develop dashboards for leadership visibility
• Monitor lead flow and follow-up compliance

AI & Systems Integration

• Implement and manage AI tools (ChatGPT, automation tools, workflow builders)
• Create SOPs using AI-assisted documentation
• Identify opportunities to automate repetitive processes
• Build templates for email, job descriptions, newsletters, and reporting
• Train team members on new systems and tools

Operations & Process Support

• Develop and maintain Standard Operating Procedures (SOPs)
• Improve internal communication workflows
• Organize digital file systems and shared drives
• Support HR and recruiting tracking systems
• Assist in project coordination between departments

Qualifications

Required:

• 3+ years experience as an Executive Assistant or Operations Assistant
• Hands-on experience with HubSpot (CRM management, workflows, reporting)
• Strong proficiency with AI tools (ChatGPT, automation platforms, etc.)
• Advanced Microsoft Office / Google Workspace skills
• Excellent written and verbal communication
• High level of discretion and professionalism
• Strong organizational and time management skills

Preferred:

• Experience in construction, roofing, or field-service industries
• Experience building SOPs and process documentation
• Familiarity with Trello or other project management platforms
• Understanding of sales pipeline management

Skills & Traits We Value

• Systems thinker
• Process builder
• Tech-comfortable and adaptable
• High accountability
• Detail obsessed
• Calm under pressure
• Solution-oriented
• Self-starter who doesn’t wait for direction

Key Performance Indicators (KPIs)

• HubSpot data accuracy and pipeline visibility
• Reduction in manual administrative tasks
• Executive calendar efficiency
• SOP completion and implementation rate
• Follow-up compliance across leadership team
• Automation improvements implemented quarterly

Compensation

• Competitive salary based on experience
• Performance-based bonus potential
• Growth opportunity within leadership structure
• Paid time off and company benefits (if applicable)

Why Join Us?

Allied Construction Services is a fast-growing company focused on building strong systems, strong leadership, and long-term scalability. We believe in leveraging technology and AI to work smarter — not harder.

If you love building structure, optimizing systems, and supporting high-level leadership, this role is for you.