Executive Assistant (Job ID: CHADJ1EA)

• General executive and operational support

You will work closely with the owner and interact with field contractors, vendors, and other stakeholders to ensure information is organized, deadlines are met, and important documentation is properly maintained. This role requires someone who can bring structure to a busy environment without needing constant direction.

This is the highest-priority area of the role.

• Prepare and issue invoices accurately and promptly.

• Monitor accounts receivable and payment statuses.

• Proactively follow up on overdue invoices and outstanding payments.

• Support healthy and predictable cash flow through consistent tracking and follow-up.

• Code expenses, receipts, and vendor invoices to the appropriate job files in QuickBooks Online

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• Organize financial documentation and supporting records.

• Establish and maintain an efficient process for collecting receipts from field contractors.

• Track receipt submissions and ensure documentation is received promptly

• Match receipts to the appropriate projects and expenses.

• Maintain accurate records for accounting and job-costing purposes.

• Help improve field-to-office workflows to reduce missing information and delays.

• Manage and organize high-volume email traffic in Microsoft Outlook.

• Create and maintain project-based folders and filing systems.

• Archive important communications to maintain accurate and accessible project records.

• Help maintain strong documentation and paper trails for operational and legal purposes.

• Screen and prioritize inbound communications

• Review incoming receptionist call summaries and identify items requiring immediate attention.

• Escalate critical issues while filtering unnecessary distractions from the owner's schedule.

• Take ownership of recurring administrative responsibilities.

• Help identify operational bottlenecks and opportunities for improvement.

• Create structure around remote-to-field workflows.

• Develop and document Standard Operating Procedures (SOPs)

• Build clear processes for tasks such as receipt collection, expense reporting, document filing, and administrative coordination.

• Maintain organized systems that support long-term business growth.

• Support calendar coordination, scheduling, and operational logistics

• Assist with travel planning and arrangements when needed.

• Coordinate administrative tasks across projects and stakeholders.

• Handle ad-hoc operational requests with professionalism and urgency.

• Take initiative to resolve administrative issues before they become larger problems.

• Help reduce the owner's administrative workload and protect time for strategic and field responsibilities.

• Proven experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role

• Strong hands-on experience with QuickBooks Online

• Solid background in bookkeeping, invoicing, and accounts receivable

• Experience tracking expenses, receipts, and financial documentation

• Excellent organizational and document management skills

• Strong experience using Microsoft Outlook and Microsoft Office

• Comfortable working with Google Workspace

• Exceptional written and spoken English communication skills.

• Ability to manage multiple priorities independently

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• Strong sense of ownership and accountability

• Comfortable working directly with a business owner in a fast-paced environment

• Experience supporting construction, civil engineering, trade, contracting, or field-service businesses

• Experience with construction-related job costing

• Background working with contractors, vendors, or field teams

• Experience managing high-volume project documentation

• Bilingual English and Spanish communication skills

Spanish proficiency is a strong advantage due to communication with trade partners and Hispanic clients.

• Work directly with the owner of a growing construction and civil engineering company.

• Take on a high-impact role with significant ownership and responsibility.

• Help build systems and processes that will support the company's future growth.

• Gain direct exposure to executive decision-making and business operations.

• Join a company that values initiative, organization, and practical problem-solving

• Build a long-term partnership with a growing U.S.-based business.

• Competitive compensation of $2,500–$3,000 per month