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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