Executive Assistant / Operations Assistant

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.