Job Title: Executive Assistant / Operations Assistant
Job Type: Full-Time, Remote
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
Location: Latin America (LATAM)
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.