Executive Assistant
Job Title: Executive Assistant
Work Hours: Full-time (40 hours/week)
Schedule/Timezone: Monday to Friday, U.S. Pacific Standard Time (PST) hours (Weekends off)
Location: 100% Remote (Latin America Candidates Only)
Overview
Are you a sharp, proactive operational partner who thrives on bringing structure, clarity, and discipline to a high-energy founder?
This role supports the founder and executive leader of a premier field-services and commercial plumbing business alongside a secondary, lower-touch venture. Rather than traditional administrative schedule-management, this position acts as the primary filter, operational force-multiplier, and communication anchor for a high-performing leader who excels in high-pressure deal-making and problem-solving. We are looking for an assertive, highly discerning assistant who can take complete ownership of daily communication, protect executive focus, and turn operational noise into organized, actionable insight.
Key Responsibilities
Own Inbox Operations End-to-End: Triage incoming correspondence, filter noise, and learn to draft and send routine emails directly in the executive’s voice within six months.
Execute Context-First Triage: Apply an "ask the next question" standard to gather critical context (property history, addresses, key decision-makers, opportunity scale) before bringing items to the executive.
Identify High-Value Opportunities: Distinguish critical business requests and high-scale opportunities (property management, new territories, service escalations) from generic cold outreach or low-priority tasks.
Protect Executive Time & Rhythm: Strictly enforce an established weekly schedule, including protected focus days, field-work mornings, and office blocks, permitting deviations only with explicit sign-off.
Maintain Communication Integrity: Draft, proofread, and tone-check outgoing written communications to ensure accuracy, professionalism, and appropriate nuance.
Monitor Accountability & Delegation: Calmly and factually track delegated tasks, documenting non-compliance early so issues can be handled strategically rather than reactively.
Manage Travel & Expenses: Coordinate end-to-end travel arrangements, itineraries, and expense tracking platforms (Concur, Ramp).
Cross-Business Coordination: Maintain full ownership of the primary business inbox while remaining fluent across both related ventures to navigate overlapping discussions seamlessly.
Strategic Escalation: Serve as a strict gatekeeper, escalating only high-priority issues, specifically anything involving financial commitments, contracts, off-hours scheduling, personal contact details, or personnel matters.
Must-Have Requirements
Executive Support Experience: Proven track record directly supporting a founder or senior executive, preferably in fast-paced, hands-on industries (trades, field services, or operational businesses) over rigid corporate environments.
Assertive & Direct Communication: Willingness to push back constructively, ask blunt clarifying questions, and offer honest feedback without default deference.
Resilience Under Pressure: Even-keeled demeanor capable of handling fast-paced, demanding, or terse moments calmly and professionally.
Exceptional Written English: Flawless spelling, grammar, and a keen ear for tone control and message refinement.
High-Level Triage & Discretion: Independent judgment to differentiate between genuine opportunity, routine operational needs, and cold sales pitch noise, while maintaining absolute confidentiality.
Technical Proficiency: Mastery of Google Workspace, MS Office, modern calendar scheduling tools, and expense platforms (Concur, Ramp).
Availability: Ability to work full-time hours aligned with U.S. Pacific Standard Time (PST), Monday through Friday.
Nice-to-Have Requirements
Prior experience supporting a multi-company founder or serial entrepreneur.
Familiarity with the trades, plumbing, or field-service industries.
Experience working alongside executives who utilize hands-off, SOP-driven management frameworks.
Why Join Us
This is not a standard, passive administrative role. It is a strategic partnership where your gatekeeping and operational discipline directly drive business growth. You will enjoy the stability of a reliable Monday-through-Friday schedule with fully protected weekends, a competitive USD hourly rate, and the dynamic environment of working directly with an accomplished entrepreneur. If you take pride in bringing calm organization to fast-moving operations and being the indispensable right hand to a founder, this is the perfect place to make your mark.
