Executive Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Collaborate with insurance brokers to gather necessary documentation and maintain organized records for ongoing construction projects.

• Develop, structure, and enhance reporting processes.

• Confirm the accuracy of source data, coding, and information before reports are submitted to leadership.

• Offer daily administrative assistance to the founder.

• Oversee recurring tasks and reminders while ensuring priorities are successfully completed.

• Support administrative and operational functions across the construction plumbing business and its affiliated commercial service company.

• Organize utility bills, closing documents, and property-related records for various real estate holdings.

• Leverage tools such as ChatGPT, Claude, and others to facilitate automation initiatives, enhance reporting workflows, create dashboards, and minimize repetitive manual tasks.

• Develop written and video-based standard operating procedures to document workflows and aid training efforts.

• Identify administrative bottlenecks, enhance documentation systems, and establish scalable processes.

• Work from Monday to Friday during the hours of 8:00 AM–5:00 PM or 9:00 AM–6:00 PM Pacific Time.

⛳️ Requirements

• Located in LATAM or South Africa.

• Excellent written and spoken English communication skills.

• Strong administrative and organizational capabilities.

• Ability to juggle multiple responsibilities, maintain precise records, and ensure timely follow-ups are completed.

• Detail-oriented and data-conscious when evaluating documentation, organizing information, verifying data accuracy, and upholding reporting processes.

• Demonstrated trustworthiness, discretion, sound judgment, and professionalism when managing confidential business information and restricted-access systems.

• Self-sufficient and proactive, capable of managing priorities and following through without constant oversight.

• Tech-savvy and adaptable, willing to learn new software, embrace existing workflows, and utilize technology to enhance efficiency.

• Submission of a Loom video application is mandatory; the video must be in English, last between 30–90 seconds, be publicly accessible, and clearly show the applicant's face.

• Screenshot of an internet speed test is required.

• Preferred: previous experience as an Executive Assistant, Administrative Assistant, or operations support working directly with a founder, executive, or senior leader.

• Preferred: familiarity with construction, plumbing services, project coordination, or service-based business environments.

• Preferred: experience in reporting, data organization, quality control, or dashboard management.

• Preferred: hands-on experience with ChatGPT or Claude for administrative workflows, reporting, and automation.

• Preferred: familiarity with Google Workspace, Zoom, WhatsApp, or QuickBooks.

• Preferred: experience documenting workflows and creating written or video-based SOPs.

• Bilingual in English and Spanish is a plus.

🏝️ Benefits

• AI-tool training is provided during the onboarding process.

• Competitive salary of up to $2,700 for a strong candidate.