Executive Assistant (Job ID: CHAJAZ1EA)

🌟 Exciting Remote Opportunity! We're Hiring an Executive Assistant! 🌟

Are you an organized Executive Assistant with strong bookkeeping, cash-flow management, and operational coordination experience? We are seeking an exceptional Executive Assistant based in South Africa to serve as the trusted right-hand operational partner to the owner of a fast-growing construction and civil engineering firm based in Richmond, Virginia!

🚨 IMPORTANT - Watch this quick Loom video on how to get hired: 🔗 https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

🗣️ C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift. 🎙️ PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

📋 Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: CHAJAZ1EA

• Industry: Construction & Civil Engineering

• Location: South Africa

• Employment Type: Full-Time

• Work Schedule: Monday–Friday | 8:00 AM – 5:00 PM EST

• Compensation: $2,500 – $3,000 per month 💰

• Start Date: ASAP 🚀

🏢 About the Client

Our client is the owner of an established, fast-growing construction and civil engineering firm operating in a high-demand, field-based environment in Richmond, Virginia. Currently working 70–80 hours per week across field operations and business leadership, the owner is making a strategic investment in dedicated executive support. You will be among the first remote professionals integrated directly into the company's core operations to build stronger systems, improve operational visibility, and protect executive bandwidth.

💼 About the Role

This is not a traditional administrative support role. As the Executive Assistant, you will serve as the owner's trusted right-hand partner, taking direct ownership of key financial, operational, and administrative workflows. You will bring structure to a fast-moving environment, managing cash flow, field receipts, communications, and SOP development without requiring constant supervision.

🎯 Key Responsibilities

• 💰 Cash Flow, Bookkeeping & Job Costing (Top Priority): Prepare and issue invoices promptly, monitor accounts receivable, follow up on overdue payments, code receipts/expenses in QuickBooks Online, maintain accurate job-costing records, and organize supporting financial documentation.

• 🧾 Field Receipt Management: Establish and maintain an efficient process for collecting, tracking, and matching receipts from field contractors to appropriate project files to reduce missing information delays.

• 📧 Inbox & Communication Management: Organize high-volume Outlook email traffic into project-based folders, archive key project communications, screen inbound messages, review call summaries, and prioritize critical issues to protect the owner's schedule.

• ⚙️ Operational Support & SOP Development: Identify operational bottlenecks, create structured remote-to-field workflows, and document Standard Operating Procedures (SOPs) for receipt collection, expense reporting, and document filing.

• 📅 Executive Support: Handle calendar coordination, scheduling, travel planning, administrative tasks, and ad-hoc operational requests with urgency and professionalism.

✅ Qualifications & Skills

⭐ Core Requirements:

• Experience: Proven track record as an Executive Assistant, Senior Administrative Assistant, or Operations Coordinator working directly with business owners.

• Financial & Tech Mastery: Strong hands-on experience with QuickBooks Online, bookkeeping, invoicing, accounts receivable, and expense/job-cost tracking.

• Software Fluency: High proficiency with Microsoft Office (Outlook, Excel, Word) and Google Workspace.

• Communication: Exceptional written and spoken English communication skills; highly organized with obsessive attention to detail and accuracy.

🌟 Preferred / Highly Valued:

• Experience supporting construction, civil engineering, trade, contracting, or field-service businesses.

• Hands-on experience with construction-related job costing and managing high-volume project documentation.

• Bilingual Spanish & English: Spanish proficiency is a strong advantage due to communication with trade partners and Hispanic clients.

🛠️ Tech Stack Used:

• QuickBooks Online, Microsoft Outlook & Office, Google Workspace, VoIP telephony, Email/SMS.

🚀 Submit your application today and take the first step toward your next great opportunity!