Remote Executive Assistant

September 11, 2024

Alpha Surfaces

Quito

FULL TIME

Remote Executive Assistant | USD$1,400 - $1,800 PER MONTH

Qualified candidates must live in Latin America and speak English and Spanish fluently. The pay for this full-time position is between USD$1,400-USD$1,800 per month. You must apply through this online application form: https://forms.clickup.com/14300203/f/dmd1b-17978/KMNHTXCT3XXGD0BM8G
What It Means to Be Our Executive Assistant
As our Executive Assistant, you’ll take on essential tasks, ensuring they don’t pile up on our plates.
We need someone who’s dependable, proactive, and adapts quickly to different roles. You’ll be the bridge between us, the team, subcontractors, and clients, keeping everything organized and running smoothly.
You won’t just assist; you’ll make things happen. You’ll need to be goal-oriented and assertive, stepping up to handle challenges and critical decisions before they become roadblocks. Your role is to keep communication clear, ensure we hit our targets, and manage day-to-day operations seamlessly.
This is a job for a people person, someone who can think critically, stay organized, and keep us moving forward.
What We’re Looking For

You’re a people person who can easily build relationships and communicate effectively with the team and clients.
You’re highly organized, keeping everything in order so that tasks don’t pile up.
You can adapt from one role to the next, handling shifting priorities without missing a beat.
You’re accountable and assertive, making sure nothing falls through the cracks.
You think critically and make smart decisions, even in fast-paced situations.
You’re goal-oriented and always focused on moving the business forward.
You’re dependable—I can trust you to handle tasks independently and deliver results.

Your Responsibilities
General

General project and task management
Constant support of the business owners on their daily tasks and communication
Make phone calls and answer phone calls from clients, vendors, and team members
Precise Data Entry and Maintenance

Documentation

Take notes during calls and add to CRM
Organization and maintenance of digital files and documents
Document processes as you complete tasks
Develop Standard Operating Procedures

Calendar & Email

Schedule calendar events for the business owners
Set meeting agendas for internal and external meetings
Draft email responses for the business owners
Monitor inbox and prioritize emails for both business owners

Bookkeeping

Categorize transactions
Run Payroll
Invoice customers
Pay suppliers and subcontractors
Work with accountant to reconcile books

Sales support

Maintain and update the CRM system, manage customer data, and ensure timely follow-ups with leads
Create estimates, invoices, proposals, and other sales materials
Handle and route inbound sales calls

Construction Management

Monitor and update licensing and insurance
Material orders and tracking; match material orders with jobs
Schedule jobs with clients, designers, team members, and subcontractors.
Monitor and update projects through the fabrication and installation process

Qualifications & Requirements

5+ years of experience as an executive assistant, project manager, or in a similar role.
Advanced written and verbal communication skills in English and Spanish.
Full-time contractor from 8:00 am CST - 5:00 pm CST
Strong problem-solving skills and ability to think on your feet.
Advanced experience in Quickbooks
Proficiency in Microsoft Office, Google Drive, Moraware, Zoom, Dial Pad, Google Workspace, Buildertrend, Click Up and the ability to learn new software quickly.
Exceptional organizational skills and attention to detail.
Ability to prioritize multiple tasks and projects simultaneously.
A team player mindset with the best interests of the company at heart.
Strong personality with a focus on results.
Ability to work independently and prioritize tasks effectively.
Must provide your own computer, cell phone, and any other necessary equipment

Compensation

$1,400 - $1,800 USD

Job Type: Full-time
Pay: $1,400.00 - $1,800.00 per month

We regret to inform you that this job opportunity is no longer available

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