Virtual Assistant - 65843580457

Job Title: Executive & Administrative Assistant
Location: Remote (Latin America)
Type: Full time
Working Hours: 9:00 AM to 5:00 PM U.S. Eastern Time
Base Salary: $2,800-$3,500 USD/month
About The Company
The company is a U.S.-based custom home builder and remodeler. Rather than building at volume, it grows through referrals, close communication with clients, and strong relationships with its trade partners. That model only works when the back office runs without gaps: every lead answered, every dollar recorded correctly, every insurance certificate current, and the whole team clear on what is on track.
About The Role
The Executive & Administrative Assistant is a full-time role supporting the company owner and the operations team (a pre-construction manager and project managers). The owner focuses on selling, designing, and working with the trades. This person is the counterweight: keeping an eye on the numbers, keeping commitments, and pushing the team to close loops. The role is measured by results, not hours logged. It is meant for one person fully committed to the company who will grow the job into a full 40 hours by taking on new areas, documenting processes, and automating routine work.
Responsibilities
Executive Support: Triage the owner’s inbox daily into clear categories, draft routine replies for review, and flag unsent drafts and owed replies so nothing sits for more than two business days. Over time, send approved routine replies directly.
Calendar & Personal Logistics: Keep the work calendar accurate with no double bookings, and make sure every client meeting has an address and agenda. Cross-check personal and family events against work, send a weekly look-ahead every Monday, and book travel and appointments within the owner’s preferences.
Lead Intake & Follow-up: Answer or return company calls within two business hours. Enter every new website lead into the CRM and pass it to the owner with a short summary within one business day. Schedule consultations and design meetings, and keep every open lead touched at least weekly.
Client Setup & Client Care: Set up new clients and send agreements once the owner approves. Plan thoughtful gifts and messages at key project milestones, keep in touch with past clients four times a year, and handle closing gifts.
Reviews, Social Media & Website: Request reviews on Google and Houzz at project closeout and respond to every review. Publish a weekly Facebook post and keep the website and online profiles updated with new project photos.
Events & Branding: Coordinate client parties, a trade partner appreciation event, community and industry association events, branded merchandise, and job site signage.
Financial Administration: Work alongside the company’s outside bookkeeping firm without replacing it. Confirm every bill and receipt lands in the AP system, review bills before weekly approval (catching miscodes, splitting multi-job bills, applying early-pay discounts), chase missing receipts for card charges, and confirm client payments are matched correctly in QuickBooks and the project management system.
Receivables, Month-End & Reporting: Follow up politely on past-due invoices, complete the month-end close checklist with the bookkeepers so books close by the 15th, and deliver a one-page monthly financial snapshot (cash, receivables, payables, and budget vs. actual by job) by the 20th, with red flags called out in plain language.
Payroll Support: Collect approved field hours and check payroll inputs before each run. All compensation information is kept strictly confidential.
Trade Partner Compliance: Keep current general liability and workers’ comp certificates on file for every active trade partner, request renewals 30 days before expiration with follow-ups, and hold payments to any trade whose coverage has lapsed. Maintain W-9s, prepare the annual 1099 list, and track signed trade partner agreements.
Project Admin Support: Keep a permit log for every job, pay permit and inspection fees, schedule inspections and share results with project managers, file county records, manage warranty requests through closeout, and set up job folders before each project starts.
Scorecard & Meeting Secretary: Own the weekly team scorecard. Pull the numbers before each weekly leadership meeting, follow up with owners of off-target metrics, take notes, capture every to-do with an owner and due date, send notes within 24 hours, and track to-do completion week to week.
SOPs & Automation: Write a procedure for every recurring task (one new or updated SOP per month) and use Claude and existing tools to automate routine work, shipping at least one automation per quarter. Keep user access, passwords, and bank feeds current across company systems.
Qualifications & Technical Skills
Professional Background: 3+ years as an administrative, executive, or office assistant, ideally supporting a business owner or small-business leader.
Numbers & Financial Awareness: Comfortable with numbers. Able to read a P&L, match payments to invoices, and spot when something does not add up.
Communication & Language Skills: Strong written English. Client-facing emails should need no editing.
Organization & Follow-through: Able to manage requests from several people at once and see each one through.
Discretion: Trustworthy with payroll, client, and financial information.
Availability: Available full time on U.S. Eastern Time.
Preferred Experience
Experience with Buildertrend, QuickBooks, and Adaptive, or similar construction management and AP software.
Background in residential construction, remodeling, or a skilled trade.
Marketing experience, including social media, online reviews, and client events.
HR administration experience, such as onboarding paperwork, policies, and record-keeping.
Experience using AI tools such as Claude to write procedures or automate tasks.

Skills
Project Management, CRM, QuickBooks, Payroll, Onboarding

Work arrangement
Yes