Executive Assistant / Operations Assistant

- 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.

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