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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