Executive Assistant (Job ID: AUSBEN1)

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• 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