Executive Assistant (Job ID: AUSBEN1)

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 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