Executive Assistant / Operations Assistant

Job description

- Job Title: Executive Assistant / Operations Assistant (Construction Industry) - Job Type: Full-Time, Remote / Latin America (LATAM) - Working Hours: 8:00 AM – 4:00 PM Pacific Time, with flexibility within 8:00 AM – 6:00 PM PT - Compensation: $900 – $1,300 USD/month About the Role We are looking for a highly organized and proactive Executive Assistant/Operations Assistant to support a busy California-based home improvement company. This role will take ownership of day-to-day administrative and operational tasks, helping leadership stay organized while keeping employee records, job costs, receipts, time tracking, and project-related information accurate and up to date. The ideal candidate is self-sufficient, detail-oriented, comfortable working with numbers and administrative systems, and able to communicate effectively with both leadership and field teams. Key Responsibilities Administrative & Executive Support - Manage executive calendars, scheduling, email correspondence, and administrative requests. - Organize information, documents, and recurring administrative workflows. - Follow up on outstanding items and ensure deadlines are met. - Provide general administrative support to leadership and the operations team. Employee Onboarding & HR Support - Coordinate new-hire onboarding and collect required employee documentation. - Maintain accurate employee records and ensure forms are complete. - Sync employee information and documentation with payroll and HR systems. - Assist with employee-related administrative requests and follow-ups. Job Costing & Financial Tracking - Track employee and field-team billable hours. - Match receipts and expenses to the appropriate jobs or projects. - Maintain accurate job cost records and identify missing or inconsistent information. - Help leadership monitor project expenses and overall job profitability. - Support routine billing and light bookkeeping tasks. Operations & Project Support - Track pending tasks, deliverables, and operational follow-ups. - Coordinate administrative workflows to keep projects moving. - Follow up with employees and field teams when information or documentation is missing. - Update internal systems and maintain accurate operational data. - Provide ad-hoc support across administrative and operational functions as needed. Ideal Candidate - 3+ years of experience in executive assistance, administrative operations, operations coordination, or light project management. - Construction, home improvement, contracting, or trades experience is strongly preferred. - Fully fluent in English, both written and spoken. - Strong Spanish proficiency is a significant advantage. - Experience with employee onboarding, time tracking, payroll-related administration, or expense management. - Comfortable working with receipts, job costs, hours, invoices, and other financial/operational data. - Tech-savvy and comfortable learning new administrative, payroll, time-tracking, and expense-management systems. - Highly organized with excellent attention to detail. - Proactive and able to identify and follow up on tasks without constant supervision. - Comfortable working independently in a fast-paced environment. Standout Qualifications Bilingual English & Spanish: Able to communicate effectively with both leadership and Spanish-speaking field employees. Construction / Trades Experience: Previous experience supporting residential construction, home improvement, contractor, or field-service teams. Job Costing Experience: Familiarity with matching receipts to jobs, tracking labor hours, organizing project expenses, or monitoring job profitability. Who Will Succeed in This Role The client is a busy, hands-on owner who operates on an extended schedule and needs someone who can become a reliable operational partner. The right person will be able to take ownership of administrative processes, keep information organized, proactively chase missing details, and reduce the amount of day-to-day administrative work that reaches the owner. You should be comfortable being given a process once and then independently managing it moving forward. Non-Negotiable Requirements - Full-time, dedicated availability. - Ability to work strictly within Pacific Time Zone business hours. - High proficiency in English, written and verbal. - Direct experience with administrative onboarding and employee documentation. - Direct experience with time tracking and/or payroll-related administration. - Direct experience organizing receipts, expenses, costs, or other job-related financial information. - Strong attention to detail and ability to work independently. #LI-NC1