Executive Assistant (Job ID: ERWSAM1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant! 🌟

Are you a highly assertive, proactive professional with a knack for driving accountability and operational excellence? We are looking for an exceptional Executive Assistant to serve as the central operational backbone for a fast-growing construction and project estimating company in Southern California!

🚨 IMPORTANT - Watch this quick Loom video on how to get hired: 🔗

🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift. 🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: ERWSAM1EA

• Industry: Construction / Estimating

• Location: LATAM

• Job Status: Full Time

• Work Schedule: Monday to Friday, 8:00 AM to 5:00 PM Eastern Time (Assistance required after hours at times. Saturdays, 2-hour call required.)

• Salary: $1800 to $2000 per month

• Target Start Date: ASAP

🏢 About the Client

Our client is a fast-growing company operating within the construction, project estimating, and management support sector, serving commercial and residential clients across Southern California. Their scope includes detailed project estimating, submittal tracking, purchase order management, and administrative support services. The organization operates with a hybrid workforce comprising both office-based and remote staff across accounting, estimating, project management, and HR functions. To support their rapid expansion, the company is actively formalizing KPI-driven performance management, standardized workflows, and structured accountability systems across all departments.

💼 About the Role

The role exists to professionalize the administrative, operational, and meeting functions surrounding the executive team's weekly operational cadence. Currently, executive leadership spends valuable bandwidth on routine coordination, meeting administration, deadline tracking, and task delegation. This role serves as the central operational backbone to reclaim executive time and enforce company-wide accountability.

As the Virtual Executive Assistant (Operations & Accountability), you will oversee meeting administration, action-item tracking, executive reporting, corporate compliance monitoring, intake coordination, and light financial support. Working as an independent, assertive record-keeper, you will ensure that cross-departmental commitments are met, deadlines are honored, and critical business items never slip through the cracks.

(Note: While this position does not hold direct department-management or financial decision-making authority, you will play a pivotal role in identifying bottlenecks, monitoring recurring issues, and maintaining operational momentum across all business entities.)

🎯 Key Responsibilities

📅 1. Departmental & Operations Meeting Management (~40%)

• Meeting Logistics & Administration: Manage agendas, topics, logistics, and pre-meeting reminders for recurring executive and departmental M10/operations meetings.

• Official Meeting Record-Keeper: Attend all assigned meetings to record attendance, track participation, document discussions, capture decisions, note precise commitments, and identify responsible parties.

• Meeting Summaries: Standardize meeting formats across all entities and distribute comprehensive meeting summaries within 24 hours.

• Action-Item Tracking & Follow-Up: Maintain active tracking of action items to completion. Monitor how long items remain unresolved, flag recurring delays, and follow up assertively with department managers and executives.

• Urgent Escalation: Immediately escalate urgent or unresolved bottlenecks directly to executive leadership.

📊 2. Executive Reporting & Accountability Coordination (~20%)

• Executive Dashboards: Maintain executive action-item trackers and consolidated accountability dashboards.

• Weekly Progress Tracking: Prepare weekly consolidated reports across all departments tracking commitments, project status, and completion rates.

• Analytical Insights: Identify trends, cross-departmental friction points, and operational delays, highlighting matters requiring executive intervention.

• Executive Calendar & Inbox Triage: Manage executive calendars and Outlook inbox triage to prioritize executive time and streamline daily scheduling.

• Call Screening & Client Scheduling: Screen, filter, and route incoming phone calls/inquiries; schedule meetings with external clients on behalf of leadership.

📋 3. Corporate Administration & Compliance Tracking (~25%)

• Compliance Calendar: Maintain a centralized corporate compliance calendar across all assigned companies and legal entities.

• Licensing & Renewals: Track city, county, and state business licenses, registrations, and regulatory compliance deadlines; produce a monthly Business License Status Report.

• Property Tax Reminders: Monitor county property tax payment deadlines across real estate/entity portfolios and issue structured reminders to executive leadership at 30, 15, 7, and 2 days prior to due dates.

• Documentation Register: Maintain copies of notices, renewal confirmations, and supporting compliance documentation, conducting monthly reviews.

• Monthly Accounting Excel Support: Maintain and update designated monthly accounting spreadsheets. Collect financial data/invoices across departments and identify discrepancies.

📁 4. General Office, Research & Estimating Support (~15%)

• Estimating Department Intake: Coordinate incoming client intake requests for the estimating department, organizing and routing initial details.

• Research & Initial Outreach: Conduct vendor outreach, research tasks, and initial calls to advance action items.

• SOP & Workflow Documentation: Document standard operating procedures (SOPs) and administrative workflows to drive institutional continuity.

• Special Projects: Draft executive presentations, coordinate document signatures/approvals, and handle adjacent administrative or project coordination tasks.

🛑 Authority Limitations:This is a tracking, reporting, and coordination role. You will not:

• Process, authorize, or execute tax or vendor payments.

• Direct or manage department staff operations.

• Assume personal ownership for completing work assigned to other employees.

• Possess unilateral executive decision-making authority.

✅ Qualifications & Skills

⭐ Non-Negotiable Character Traits:

• Fixed Sense of Urgency: Treats deadlines as hard commitments rather than flexible timeframes.

• High Assertiveness & Confidence: Comfortable following up persistently with department heads, managers, and senior leadership to enforce accountability.

• Absolute Discretion: Proven history of handling confidential corporate, financial, and executive information with high integrity.

• Proactive Independence: Ability to anticipate executive needs, spot operational discrepancies, and work autonomously in a virtual setting.

🌟 Key Qualifications:

• Experience: 3+ years of experience as an Executive Assistant, Operations Coordinator, or Administrative Project Manager supporting a Founder, CEO, or senior leadership team.

• Language: Professional fluency in English is required; Spanish language proficiency is a strong preference given the workforce composition.

• Industry Experience: Experience supporting operations in the construction, trades, or estimating sector is highly desirable.

• Communication: Superior written and verbal communication skills; capable of representing executive leadership professionally.

• Detail & Analytical Mindset: Exceptional organizational skills with a strong ability to spot patterns, delays, and inconsistencies across multiple spreadsheets and tracking systems.

💻 Tech Stack

• Core Office Tools: Advanced proficiency in Microsoft Office (Excel, Outlook, Teams, Word).

• AI & Automation Tools: Comfort using AI-based productivity tool