Job Title: Operations Executive Assistant
Work Hours: Full-Time (40 hours/week)
Schedule/Timezone: Monday to Friday, 8:00 AM – 5:00 PM CST (with occasional off-hours or weekend work based on urgency)
Location: Remote (Latin America)
Overview
Are you a proactive and highly organized Operations Executive Assistant looking for a remote position?
We are partnering with an electrical services company seeking a fast, proactive, and highly organized remote Operations Executive Assistant to serve as the operational anchor for executive leadership. In this role, you will keep high-value operations moving smoothly by managing executive schedules, routing, field communications, invoicing, and critical meeting documentation. You will maintain high confidentiality while acting as the central liaison across remote and field teams.
Key Responsibilities
Manage executive calendars, schedules, routing, and email communications across multiple time zones.
Manage operational processes, specifically handling client invoicing, job tracking, and employee hours tracking.
Attend operational, project, and finance calls to take detailed meeting notes, log action items, track follow-ups, and hold team members accountable.
Organize, review, and track project submittals, client proposals, vendor quotes, work orders, and invoices in cloud management systems.
Coordinate ongoing communication between leadership, remote design teams, in-person field engineers, subcontractors, and vendors.
Act as the central liaison and memory bank for leadership to ensure no operational details or commitments slip through the cracks.
Must-Have Requirements
Proven experience as an Operations/Executive Assistant, managing executive schedules, tracking invoices and employee hours, coordinating operational workflows, and following up on critical tasks and deadlines.
Flawless written and verbal English and Spanish communication skills to engage with corporate clients, remote teams, and field supervisors.
Strong trustworthiness and discretion, with willingness to sign a Non-Disclosure or Confidentiality Agreement to manage sensitive operational information.
Hardworking, reliable, and positive attitude.
Proven ability to work independently, adapt quickly to changing schedules, and manage competing priorities without micromanagement.
Flexibility and high availability, including willingness to assist during off-hours or weekends if urgent operational needs arise.
High attention to detail in document control, schedule coordination, and financial discrepancies.
Ability to work full-time hours on a schedule of Monday to Friday, 8:00 AM – 5:00 PM CST.
Nice-to-Have Requirements
Familiarity with invoicing and time tracking software.
Prior experience supporting executives within industrial, construction, electrical engineering, field service, or energy industries.
Why Join Us?
This 100% remote role offers the opportunity to serve as the central operational anchor for executive leadership. You will collaborate closely with remote design teams, in-person field engineers, and leadership across multiple time zones. It is an ideal position for a reliable professional seeking to manage key operational workflows independently.
