Executive Assistant (Job ID: AUSBEN1)

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 TITLE: Executive Assistant
🆔 JOB ID: AUSBEN1
🏗 INDUSTRY: Construction, Landscaping, Home Improvement
🌎 LOCATION: LATAM preferred
💼 JOB STATUS: Full Time
🕒 WORK SCHEDULE: Monday to Friday, 9:00 AM – 6:00 PM EST
💰 SALARY:$6 - $8 per hour
📅 TARGET START DATE: ASAP

✨ ROLE OVERVIEW

🏡 About the Client

The client is a well-established outdoor living and hardscape company based in New York, with over 30 years of industry experience.

They specialize in building swimming pools, patios, and full backyard transformations, delivering exceptional craftsmanship and beautiful outdoor spaces for residential clients. 🌿🏊‍♂️

As the business continues to grow, the owner is focused on improving internal organization, operational efficiency, and scalable systems to support long-term growth.

This role will play a key part in helping bring structure, visibility, and streamlined operations to the day-to-day business. 🚀

💼 About the Role

The Executive Assistant will serve as the right hand to the owner, supporting both business and personal tasks with a strong emphasis on organization, execution, and process improvement.

This role is perfect for someone who enjoys working in dynamic environments, solving problems, and building systems from the ground up. ⚙✨

You will help manage schedules, organize project data, track payments, assist with estimates, and identify opportunities to improve workflows through automation and modern tools.

Over time, this role is expected to evolve into a more strategic operational position as you become increasingly involved in the company’s daily operations and growth initiatives. 📈

🔑 Key Responsibilities

📋 Administrative and Executive Support

📅 Manage the owner’s calendar, appointments, and daily schedule
🧠 Assist with task prioritization and daily planning
💬 Provide real-time support via chat or text throughout the workday
📂 Handle general administrative tasks and documentation

📊 Estimates, Data Entry, and Reporting

📈 Create and maintain spreadsheets for job estimates and project tracking
🗂 Organize data related to jobs, materials, and timelines
📝 Assist in improving templates for quoting and reporting
✔ Ensure accuracy and consistency across all business data

⚙ Operations and Workflow Coordination

🚧 Help organize ongoing and upcoming jobs, including scheduling and logistics
📍 Track project progress and improve operational visibility
💡 Identify inefficiencies and suggest workflow improvements
🖥 Support the implementation of CRM and project management systems

💰 Financial Tracking and Tools Management

💵 Track payments, outstanding balances, and financial data
📚 Assist with implementing and managing QuickBooks
🛠 Support adoption and optimization of platforms like Jobber

🤖 Automation and Systems Implementation

⚡ Build and support automations using Zapier
🧠 Utilize AI tools such as ChatGPT or Claude to improve workflows
📋 Help implement systems that improve scalability and efficiency
🔄 Continuously look for ways to reduce manual work through automation

📞 Client and Vendor Communication

🤝 Communicate with clients and vendors when needed
🗣 Maintain a professional and clear communication style in English
🌟 Represent the business professionally in both written and verbal interactions

🎯 Qualifications & Skills

✅ Must Have

📚 Proven experience as an Executive Assistant, Personal Assistant, or similar administrative role
💻 Strong proficiency in Microsoft Excel, Word, Outlook, and Google Workspace
📅 Experience managing calendars, scheduling, and executive support
⚙ Hands-on experience with Zapier or similar automation tools
🤖 Familiarity with AI platforms like ChatGPT or similar tools
🗣 Excellent written and spoken English with a neutral accent
📋 Strong organizational skills and exceptional attention to detail

⭐ Preferred

🏗 Experience in construction, landscaping, home improvement, or related industries
💰 Familiarity with QuickBooks and financial tracking
🖥 Experience using Jobber or similar CRM/project management platforms
🌐 Bilingual in English and Spanish
🏢 Experience supporting small businesses or owner-operated companies
⚙ Background in systems setup and operational workflow improvement

💡 Personality Traits

🚀 Proactive and solution-oriented with strong critical thinking skills
📂 Highly organized and capable of managing multiple priorities independently
🧠 Resourceful and confident figuring things out with minimal direction
😊 Personable and engaging with strong interpersonal skills
⚡ Adaptable and comfortable in a fast-paced, evolving environment
📚 Curious and eager to learn and grow within the role
💪 Takes ownership and actively looks for ways to add value