🚀 We’re Hiring: Executive Administrative Assistant (Construction & Design-Build)

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 Administrative Assistant (Construction & Design-Build)

• Job ID: ANDMIC1
• Industry: Construction & Design-Build
• Location: LATAM
• Job Status: Full Time
• Work Schedule: 9:00am – 6:00pm CST
• Compensation: $7 – $9 USD per hour
• Target Start Date: ASAP

🏗️ About the Client

The client is a full-service design-build firm specializing in high-end kitchen and bathroom remodeling. The company manages the full lifecycle of each project, from architectural drawings and permitting through construction and final delivery.

As the business continues to scale, the owners are looking to step out of day-to-day administrative execution and focus on strategic growth. This role is critical to creating structure, consistency, and operational leverage across the business.

💼 About the Role

The Executive Administrative Assistant will serve as the operational “glue” of the organization. This role is responsible for maintaining structure across administrative workflows, ensuring SOPs are followed, and supporting high-touch communication with both clients and subcontractors.

This position requires someone highly organized, detail-oriented, and proactive—an A-player who takes ownership, anticipates needs, and keeps projects and people moving forward.

📌 Key Responsibilities

Operational & Administrative Support

• Manage scheduling and calendar coordination for the owners

• Onboard new clients and ensure all administrative steps are completed accurately

• Coordinate onboarding of subcontractors and maintain updated records

Process & Systems Management

• Act as the guardian of internal systems and workflows

• Ensure all Standard Operating Procedures (SOPs) are followed consistently

• Track project steps to ensure nothing is missed throughout the lifecycle

Financial & Light Bookkeeping Support

• Handle invoicing and manage accounts payable

• Assist with monthly reconciliations

• Support financial organization using tools such as QuickBooks

Project Coordination & Client Communication

• Maintain proactive communication with clients regarding project progress

• Ensure clients feel informed, supported, and confident throughout the process

• Coordinate internally to prevent miscommunication or delays

Marketing & Brand Support

• Post pre-created marketing content across social platforms

• Engage with the company’s online community as needed

Accountability & Follow-Through

• Track timelines and deadlines across projects

• Hold internal stakeholders accountable to commitments

• Identify potential bottlenecks early and escalate or resolve proactively

🧠 Qualifications & Skills

Required Qualifications

• Exceptional near-native English (written and verbal) with a confident, professional presence

• Strong critical thinking skills with a solution-oriented mindset

• Extremely detail-oriented with a high standard for organization and accuracy

• Technically literate and comfortable using administrative, accounting, and project management tools

• Ability to learn industry-specific software quickly

Tools & Systems Experience

• QuickBooks (used by accountants)

• monday.com (experience highly beneficial)

• Project management or construction software (beneficial)

⭐ Preferred Experience

• Prior experience in construction, remodeling, architecture, or interior design required

• At least 2 years of experience working with a U.S.-based company, ideally with long-term tenure

• Experience coordinating multi-step projects or working across departments and vendors

• College degree preferred, reflecting strong professional and administrative training