Executive Assistant (Job ID: JEFKYL1EA)

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

Are you a highly organized, detail-oriented professional who thrives on keeping businesses running smoothly behind the scenes? We are seeking a proactive Executive Assistant based in LATAM or South Africa to support the founder of a growing construction plumbing business and its affiliated commercial service company in California!

📋 Job Details at a Glance

• Job Title: Executive Assistant

• Job ID: JEFKYL1EA

• Industry: Construction / Plumbing Services

• Location: LATAM / South Africa

• Job Status: Full Time

• Work Schedule: Monday to Friday, 8:00 AM – 5:00 PM or 9:00 AM – 6:00 PM Pacific Time (schedule to be confirmed)

• Salary: $2,000–$2,500 per month, with flexibility up to $2,700 for a strong candidate

• Start Date: ASAP 🚀

🏢 About the Role

Our client is a growing construction plumbing business based in Orange County, California, with the founder also taking a leadership role in an affiliated commercial service plumbing company serving property management and HOA clients. With multiple active ventures spanning construction projects, commercial service relationships, and real estate holdings, the organization needs a reliable operational partner to help keep its administrative processes organized and running efficiently.

As the founder's Executive Assistant, you will take ownership of recurring administrative tasks, documentation, reporting accuracy, and operational follow-through across the businesses. Your role will be essential in freeing up the founder's time to focus on business growth, building systems, and maintaining important client relationships.

This opportunity is ideal for someone who enjoys bringing structure to growing businesses, has a strong eye for detail, and can confidently manage sensitive information while working independently. You'll also have the opportunity to use AI tools to improve reporting, streamline repetitive tasks, and support the development of more efficient business processes.

🎯 Key Responsibilities

• 📂 Insurance & Documentation Management: Coordinate with insurance brokers to collect required documentation and maintain organized records for active construction projects.

• 📊 Reporting & Data Accuracy: Build, organize, and improve reporting processes while verifying source data, coding, and information accuracy before reports reach leadership.

• 🤝 Executive Support & Follow-Through: Provide day-to-day administrative support to the founder, manage recurring tasks and reminders, and ensure important priorities are followed through to completion.

• 🏗️ Cross-Business Operations Support: Assist with administrative and operational tasks across the construction plumbing business and its affiliated commercial service company.

• 🏠 Real Estate Documentation: Organize utility bills, closing documents, and other property-related records to support accurate financial tracking across multiple real estate holdings.

• 🤖 AI & Process Automation: Use tools such as ChatGPT and Claude to support existing automation initiatives, improve reporting workflows, build dashboards, and reduce repetitive manual work.

• 📝 SOP Development & Documentation: Create clear written and video-based standard operating procedures (SOPs) to document workflows, support training, and maintain operational consistency.

• 🚀 Process Improvement: Identify administrative bottlenecks, improve documentation systems, and help establish scalable processes as the businesses continue to grow.

✅ Qualifications & Skills

⭐ Non-Negotiable Requirements:

• 🗣️ Strong English Communication: Excellent written and spoken English skills, with the ability to communicate professionally with clients, brokers, office staff, and other business contacts.

• 📋 Strong Administrative & Organizational Skills: Able to manage multiple responsibilities, maintain accurate records, and ensure important details and follow-ups are not overlooked.

• 🔍 Detail-Oriented & Data-Conscious: Careful when reviewing documentation, organizing information, checking data accuracy, and maintaining reliable reporting processes.

• 🤝 Trustworthiness & Discretion: Demonstrates sound judgment and professionalism when handling confidential business information and working with restricted-access systems.

• 🧠 Independent & Proactive: Comfortable taking ownership of recurring tasks, managing priorities, and following through without constant supervision.

• 💻 Tech-Savvy & Adaptable: Willing to learn new software, adopt existing workflows, and use technology to improve efficiency.

🌟 Preferred / Nice-to-Haves:

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

• Familiarity with construction, plumbing services, project coordination, or other service-based business environments.

• Experience with reporting, data organization, quality control, or dashboard management.

• Hands-on experience using AI tools such as ChatGPT or Claude for administrative workflows, reporting, and automation. (AI-tool training will also be provided during onboarding.)

• Familiarity with Google Workspace, Zoom, WhatsApp, or QuickBooks.

• Experience documenting workflows and creating written or video-based SOPs.

• Bilingual proficiency in English and Spanish is a plus and may open up additional responsibilities as the role grows.

🛠️ Tools & Technology

• Google Workspace

• Zoom

• WhatsApp

• QuickBooks (restricted / guest-level access)

• Claude

• ChatGPT

• Cadence AI (InsideOut check-in tool)

🚀 Ready to become a trusted operational partner and help a growing business run more efficiently? Submit your application today and take the first step toward your next great opportunity!