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Executive Assistant

Job ID: CHADJ1EA
Industry: Construction & Civil Engineering
Location: South Africa Preferred | LATAM
Employment Type: Full-Time
Work Schedule: Monday–Friday | 8:00 AM–5:00 PM EST
Compensation: $2,500–$3,000 per month
Start Date: ASAP

Become the Right-Hand Partner to a Growing Construction Business Owner

Are you a highly organized Executive Assistant with strong bookkeeping, cash-flow management, and operational coordination experience?

We are looking for an exceptional Executive Assistant to work directly with the owner of an established and rapidly growing construction and civil engineering firm based in Richmond, Virginia.

This is not a traditional administrative support role. You will become a trusted operational partner responsible for helping bring structure to a fast-moving, field-based business. Your work will directly impact cash flow, project organization, job costing, communication, and the systems that support the company's continued growth.

If you enjoy taking ownership, solving problems, building better processes, and helping a busy executive reclaim valuable time, this is an opportunity to make a significant impact.

About the Client

Our client is the owner of an established, fast-growing construction and civil engineering firm operating in a high-demand, field-based environment.

The owner currently manages a significant portion of the company's administrative workload while working 70–80 hours per week across field operations and business leadership.

As the company continues to grow, the client is making a strategic investment in dedicated executive support. You will be among the first remote professionals integrated directly into the company's core operations.

The goal is simple: build stronger systems, improve operational visibility, protect the owner's time, and create a scalable administrative foundation for future growth.

About the Role

As the Executive Assistant, you will serve as the owner's trusted right-hand partner and take direct ownership of key administrative and operational workflows.

Your primary focus will include:

• Cash-flow administration

• Invoicing and accounts receivable

• Job costing and expense tracking

• QuickBooks management

• Email and document organization

• Field receipt processing

• Process improvement and SOP development

• General executive and operational support

You will work closely with the owner and interact with field contractors, vendors, and other stakeholders to ensure information is organized, deadlines are met, and important documentation is properly maintained.

This role requires someone who can bring structure to a busy environment without needing constant direction.

Key Responsibilities

Cash Flow, Bookkeeping & Job Costing

This is the highest-priority area of the role.

• Prepare and issue invoices accurately and promptly.

• Monitor accounts receivable and payment statuses.

• Proactively follow up on overdue invoices and outstanding payments.

• Support healthy and predictable cash flow through consistent tracking and follow-up.

• Code expenses, receipts, and vendor invoices to the appropriate job files in QuickBooks Online

• Maintain accurate job-costing records.

• Organize financial documentation and supporting records.

Field Receipt Management

• Establish and maintain an efficient process for collecting receipts from field contractors.

• Track receipt submissions and ensure documentation is received promptly

• Match receipts to the appropriate projects and expenses.

• Maintain accurate records for accounting and job-costing purposes.

• Help improve field-to-office workflows to reduce missing information and delays.

Inbox & Communication Management

• Manage and organize high-volume email traffic in Microsoft Outlook.

• Create and maintain project-based folders and filing systems.

• Archive important communications to maintain accurate and accessible project records.

• Help maintain strong documentation and paper trails for operational and legal purposes.

• Screen and prioritize inbound communications

• Review incoming receptionist call summaries and identify items requiring immediate attention.

• Escalate critical issues while filtering unnecessary distractions from the owner's schedule.

Operational Support & Process Improvement

• Take ownership of recurring administrative responsibilities.

• Help identify operational bottlenecks and opportunities for improvement.

• Create structure around remote-to-field workflows.

• Develop and document Standard Operating Procedures (SOPs)

• Build clear processes for tasks such as receipt collection, expense reporting, document filing, and administrative coordination.

• Maintain organized systems that support long-term business growth.

Executive & General Administrative Support

• Support calendar coordination, scheduling, and operational logistics

• Assist with travel planning and arrangements when needed.

• Coordinate administrative tasks across projects and stakeholders.

• Handle ad-hoc operational requests with professionalism and urgency.

• Take initiative to resolve administrative issues before they become larger problems.

• Help reduce the owner's administrative workload and protect time for strategic and field responsibilities.

What We're Looking For

Required Qualifications

• Proven experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, or similar role

• Strong hands-on experience with QuickBooks Online

• Solid background in bookkeeping, invoicing, and accounts receivable

• Experience tracking expenses, receipts, and financial documentation

• Excellent organizational and document management skills

• Strong experience using Microsoft Outlook and Microsoft Office

• Comfortable working with Google Workspace

• Exceptional written and spoken English communication skills.

• Ability to manage multiple priorities independently

• Close attention to detail and accuracy

• Strong sense of ownership and accountability

• Comfortable working directly with a business owner in a fast-paced environment

Highly Preferred

• Experience supporting construction, civil engineering, trade, contracting, or field-service businesses

• Experience with construction-related job costing

• Background working with contractors, vendors, or field teams

• Experience managing high-volume project documentation

• Bilingual English and Spanish communication skills

Spanish proficiency is a strong advantage due to communication with trade partners and Hispanic clients.

Ideal Candidate

You will thrive in this role if you are:

Systematic and Detail-Oriented
You naturally create order, maintain clean records, and ensure important details do not get lost.

Proactive and Independent
You do not wait to be told every next step. You identify gaps, follow through, and keep work moving.

Adaptable and Open-Minded
You can work within the company's preferred processes while also helping improve them over time.

Financially Organized
You understand the importance of accurate invoicing, accounts receivable, expense tracking, and job costing.

Resilient and Professional
You can handle a fast-moving environment, shifting priorities, and direct communication while maintaining a positive attitude.

A True Partner
You understand that the goal is not simply to complete tasks, but to create leverage for the business owner and help the company operate more efficiently.

Tech Stack

You will work with tools including:

• Accounting: QuickBooks Online

• Email & Documents: Microsoft Outlook and Microsoft Office

• Collaboration: Google Workspace

• Telephony: Company-provided VoIP system

• Communication: Email and SMS/Text

Why Join This Opportunity?

• Work directly with the owner of a growing construction and civil engineering company.

• Take on a high-impact role with significant ownership and responsibility.

• Help build systems and processes that will support the company's future growth.

• Gain direct exposure to executive decision-making and business operations.

• Join a company that values initiative, organization, and practical problem-solving

• Build a long-term partnership with a growing U.S.-based business.

• Competitive compensation of $2,500–$3,000 per month

Ready to Make a Real Impact?

If you are an experienced Executive Assistant who combines strong financial administration skills with exceptional organization and a proactive mindset, we want to hear from you.

This is an opportunity to become an essential operational partner to a growing business—not simply an assistant completing tasks.

Apply today and help build the systems that keep a fast-growing construction business moving forward.