Executive Assistant
New
I
InsideOutVASConstruction / Plumbing Services
Executive Assistant based in LATAM or South Africa, Monday to Friday, 8:00 AM – 5:00 PM or 9:00 AM – 6:00 PM Pacific Time (schedule to be confirmed)Full-Time
Salary2,000 - 2,500 USD per month
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Job Details
- Languages
- Bilingual proficiency in English and Spanish is a plus
- Required Skills
- Google WorkspaceQuickBooksReporting
Requirements
- Excellent written and spoken English skills for professional communication with clients, brokers, office staff, and other business contacts.
- Strong administrative and organizational skills to manage multiple responsibilities, maintain accurate records, and track follow-ups.
- Attention to detail when reviewing documentation, organizing information, and checking data accuracy.
- Trustworthiness, sound judgment, and discretion when handling confidential business information and restricted-access systems.
- Ability to take ownership of recurring tasks, manage priorities, and follow through without constant supervision.
- Willingness to learn new software, adopt existing workflows, and use technology to improve efficiency.
- Preferred: experience as an Executive Assistant, Administrative Assistant, or operations support professional working with a founder, executive, or senior leader.
- Preferred: familiarity with construction, plumbing services, project coordination, or service-based businesses.
- Preferred: experience with reporting, data organization, quality control, or dashboard management.
- Preferred: hands-on use of ChatGPT or Claude for administrative workflows, reporting, or automation.
- Preferred: familiarity with Google Workspace, Zoom, WhatsApp, or QuickBooks.
- Preferred: experience documenting workflows and creating written or video-based SOPs.
- Bilingual English and Spanish proficiency is a plus.
Responsibilities
- Coordinate with insurance brokers to collect required documentation and maintain organized records for active construction projects.
- Build and improve reporting processes, verifying source data, coding, and information accuracy before reports reach leadership.
- Provide day-to-day administrative support to the founder, manage recurring tasks and reminders, and follow priorities through to completion.
- Assist with administrative and operational tasks across the construction plumbing business and its affiliated commercial service company.
- Organize utility bills, closing documents, and other property records to support financial tracking across real estate holdings.
- Use ChatGPT and Claude to support automation initiatives, improve reporting workflows, build dashboards, and reduce repetitive manual work.
- Create written and video-based SOPs to document workflows, support training, and maintain operational consistency.
- Identify administrative bottlenecks, improve documentation systems, and help establish scalable processes.
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