Executive Assistant – Operations Assistant

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

📋 Description

• Oversee executive calendars, schedule appointments, manage email communication, and handle administrative requests.

• Organize documents, information, and ongoing administrative processes.

• Follow up on pending items to ensure compliance with deadlines.

• Facilitate the onboarding process for new hires and gather employee documentation.

• Maintain employee records and synchronize information with payroll and HR systems.

• Monitor billable hours, receipts, expenses, job costs, invoices, and project profitability.

• Assist with routine billing and light bookkeeping activities.

• Keep track of operational tasks, deliverables, and necessary follow-ups.

• Coordinate administrative processes to ensure projects progress smoothly.

• Update internal systems and ensure operational data is accurate.

• Offer ad-hoc administrative and operational assistance to leadership, employees, and field teams.

⛳️ Requirements

• A minimum of 3 years of experience in executive assistance, administrative operations, operations coordination, or light project management.

• Experience in construction, home improvement, contracting, or trades is highly preferred.

• Proficient in English, both written and spoken.

• Strong Spanish language skills are a notable advantage.

• Experience with employee onboarding, time tracking, payroll-related administration, or expense management.

• Comfortable handling receipts, job costs, hours, invoices, and financial/operational data.

• Tech-savvy and capable of learning administrative, payroll, time-tracking, and expense-management systems.

• Highly organized with exceptional attention to detail.

• Proactive and able to independently follow up without frequent supervision.

• Comfortable working autonomously in a fast-paced environment.

• Full-time, dedicated availability required.

• Must be able to work strictly within Pacific Time Zone business hours.

• Direct experience with administrative onboarding and employee documentation.

• Direct experience in time tracking and/or payroll-related administration.

• Direct experience in organizing receipts, expenses, costs, or other job-related financial information.

• Strong attention to detail and ability to work independently.

🏝️ Benefits

• Opportunity to work remotely.

• Flexible working hours within the range of 8:00 AM–6:00 PM Pacific Time.

• Independent-contractor flexibility, allowing you to manage your work on your own terms (if engaged as an independent contractor).