Executive Assistant

JOB DETAILS Job Title: Executive Assistant Reports To: Daniel Medina Working Hours: Full-Time (40 hours/week) Work Shift: 8:00 AM–4:00 PM EST Job Description We are seeking a highly proactive and experienced Executive Assistant to provide full-time support to the owner of a growing business. This role goes beyond traditional calendar management and administrative support. We are looking for someone who can develop a strong understanding of the business, stay aware of what is happening across the organization, connect information across conversations and workflows, and proactively identify where the executive needs support. The Executive Assistant will manage scheduling, communications, follow-ups, basic payroll administration, documentation, and recurring executive responsibilities while maintaining visibility across the executive's priorities and the broader business. The ideal candidate has previously supported a US-based founder, business owner, or senior executive and understands how to operate with a high degree of autonomy. They should be able to listen, observe, absorb context, anticipate needs, and take action without requiring every task to be explicitly assigned. We are looking for someone who can become a trusted extension of the executive , rather than someone who simply waits for administrative requests. Key Responsibilities Executive & Business Support Develop a strong working understanding of the executive's responsibilities, priorities, team, and ongoing business activity Maintain awareness of relevant conversations, meetings, projects, and developments across the business Synthesize information from meetings, messages, documents, and business activity into actionable follow-ups Anticipate where the executive may need information, coordination, reminders, or administrative support Proactively identify tasks and follow-ups instead of relying solely on direct assignments Assist with research and information gathering for business decisions and projects Coordinate with team members, vendors, clients, and external partners on the executive's behalf Support special projects and ad hoc business needs Become increasingly capable of handling recurring responsibilities independently as knowledge of the business develops Calendar & Schedule Management Own and maintain the executive's calendar, meetings, appointments, and scheduling Coordinate meetings with internal and external stakeholders Identify scheduling conflicts and proactively resolve or recommend solutions Ensure the executive has the necessary context and information for upcoming meetings Maintain visibility over important dates, commitments, priorities, and follow-ups Adjust schedules as priorities change throughout the workday Inbox & Communications Support the organization and management of executive email and communications Monitor, prioritize, and flag messages requiring the executive's attention Draft and send routine correspondence and follow-ups when appropriate Track outstanding communications and ensure important items do not fall through the cracks Communicate professionally with team members, clients, vendors, and other stakeholders on the executive's behalf Use knowledge of the business to appropriately prioritize communications and follow-ups Task & Follow-Up Management Maintain visibility across the executive's priorities, commitments, deadlines, and action items Capture action items from meetings and business communications Follow up with the executive and other stakeholders on outstanding responsibilities Ensure decisions and commitments translate into completed actions Proactively identify tasks at risk of being missed or delayed Help organize competing priorities and maintain accountability across ongoing work Payroll & Administrative Support Support recurring payroll administration and timesheet processing Review employee schedules and time records to help verify submitted hours Enter payroll-related information accurately into established systems and trackers Cross-check information across schedules, timesheets, and supporting documentation Identify discrepancies and obtain clarification before information is finalized Maintain a high level of accuracy across payroll and other administrative processes Support expense, invoice, and other basic administrative workflows as needed Systems, Documentation & Process Support Work within existing SOPs and documented administrative processes Maintain and update documentation as processes evolve Help improve administrative workflows and organizational systems Maintain organized digital files, records, and business documentation Use Google Workspace, Slack, and other internal systems to coordinate work and information Learn and work within Buildertrend for relevant business and project workflows Identify opportunities to reduce repetitive administrative work and improve executive efficiency Qualifications Required 3+ years of experience as an Executive Assistant or in a similar high-level executive support role Previous experience directly supporting a founder, business owner, or senior executive Previous experience supporting a US-based company and/or US-based executive Demonstrated experience providing proactive executive support rather than purely task-based administrative assistance Experience managing calendars, scheduling, inboxes, and executive communications Experience coordinating meetings, capturing action items, and driving follow-ups Experience managing multiple priorities and maintaining visibility across ongoing business activity Experience handling administrative work requiring a high degree of accuracy Strong proficiency with Google Workspace Experience working with Slack or similar business communication platforms QuickBooks experience Experience creating, maintaining, or improving SOPs and administrative workflows Experience supporting basic payroll, timesheet, or finance administration Experience coordinating across multiple employees, vendors, clients, and external stakeholders Excellent written and verbal English communication skills Strong ability to absorb context, connect information, and anticipate executive needs Exceptional organization and attention to detail Strong judgment and problem-solving ability Highly proactive and comfortable taking initiative without waiting for explicit direction High level of discretion when handling confidential or sensitive business information Ability to work independently with minimal supervision Ability to learn new systems and business processes quickly Reliable and highly responsive throughout agreed working hours Preferred Experience with Buildertrend Experience supporting construction, home services, design/build, or a related business Experience with project or task management systems Experience using AI and automation tools to improve executive or administrative workflows Spanish-language proficiency