Job Description

HireLatam is a premier recruitment agency that places top Latin American talent in independent contractor roles in US companies. With a proven track record and a commitment to excellence, we're your trusted partner in the pursuit of career success. Our extensive network, personalized approach, and supportive guidance ensure that you're in the best hands to find your next job opportunity.

Job Title: Remote Executive Assistant (100% Work From Home)

Location: Remote from Latin America

Position Type: Full-time

Salary: $1,800 – $2,200 USD/month

Schedule: Monday – Friday, 7:30 AM – 5:00 PM US Eastern Time / ET

Job Overview

Our Client is a rapidly growing home services holding company based in Central Florida, owning and operating three established trade entities across the plumbing, electrical contracting, and specialty painting/epoxy coating sectors. Serving commercial and residential clients throughout Volusia and Flagler Counties, each operating company maintains dedicated field crews, distinct customer bases, and specialized operational leadership. Driven by continuous organic expansion and strategic business acquisitions, our client maintains a dynamic, tech-forward culture focused on operational excellence, administrative rigor, and sustainable business growth.

The Role

Our Client is seeking a high-caliber Executive Assistant to provide direct operational and administrative support to the Owner and Chief Executive Officer. Serving as the central operational engine across three operating companies, this professional will manage executive communications, maintain trade licensing and municipal permitting, oversee accounts receivable follow-ups, coordinate payroll preparation, and lead market research initiatives supporting strategic acquisitions.

Key Responsibilities

Executive Communication & Inbox Management

• Triages the Owner's primary email inbox daily, categorizing communications and resolving inquiries independently where appropriate.
• Drafts, reviews, and dispatches high-level business correspondence on behalf of ownership to customers, county officials, vendors, and insurance carriers.
• Conducts daily check-in calls with the Owner via WhatsApp and submits detailed end-of-day summaries covering completed tasks, open items, and required decisions.

Regulatory Compliance, Permitting & Licensing

• Tracks, prepares, and manages trade license renewals across multiple state and county jurisdictions.
• Submits municipal and county permit applications through official regional government portals, ensuring compliance with local building requirements.
• Processes certificates of insurance (COIs), vendor agreements, and regulatory documentation to maintain seamless operational compliance.

Financial Administration & Operational Support

• Supports accounts receivable management by tracking outstanding customer invoices, maintaining persistent follow-up records, and driving collections to resolution.
• Prepares and reconciles weekly field crew timecards, validating hours prior to executive payroll review.
• Coordinates complex executive scheduling, managing calls and calendars across the Owner and three field operations managers.

Market Research & Special Projects

• Leverages advanced AI tools (e.g., ChatGPT, Claude) to accelerate data analysis, draft documentation, and streamline routine administrative workflows.
• Conducts competitive pricing analyses, vendor cost comparisons, and industry market research to inform business expansion decisions.
• Generates actionable reports from field service management software, organizing data in Google Sheets to support executive decision-making and acquisition evaluations.

Qualifications, Skills, and Key Competencies

Required Qualifications

• Executive Assistant Experience: Proven background delivering high-level administrative support to C-suite executives, business owners, or cross-functional leadership teams within a fast-paced environment.
• Exceptional English Communication: Native-level written and spoken English proficiency capable of professionally representing ownership to government portals, clients, and key stakeholders.
• AI Tool Integration: Active hands-on proficiency using AI capabilities (such as ChatGPT, Claude, or similar platforms) to optimize written output, data formatting, and daily workflow efficiency.
• Software & Spreadsheet Mastery: Advanced proficiency with Google Workspace (Gmail, Google Docs, Google Sheets) and cloud-based office suites.
• Fast-Learning Aptitude: High capacity to rapidly master complex, unfamiliar domain subjects across construction trades, county permitting, licensing regulations, and insurance protocols.
• Schedule Availability: Full availability to work standard US Eastern business hours (Monday – Friday, 7:30 AM – 5:00 PM ET).
• Remote Infrastructure & Redundancy: Dedicated, quiet home office setup with a high-performance computer, webcam, headset, high-speed internet, and explicit power/internet contingency arrangements.

Preferred Qualifications

• Prior experience supporting US-based business owners in trade services, residential/commercial construction, property management, or real estate.
• Familiarity with field service management software, county building permit portals, trade licensing, or commercial insurance workflows.

Benefits

• Competitive Salary: Baseline compensation of $1,800 – $2,200 USD/month based on experience.
• Long-Term Career Growth: High potential for expanded leadership responsibilities as the holding company acquires additional trade businesses.
• Direct Access to Leadership: Work directly alongside ownership with high visibility and direct impact on company performance.
• 100% Remote Infrastructure: Provide high-level executive support remotely from anywhere in Latin America.

Application Disclaimer: Please Read Before Proceeding

To ensure a fair and efficient hiring process, all applications must meet the mandatory requirements listed in the job description.

Voice/Video Recording is REQUIRED

Your application CANNOT be considered without a voice or video recording. It must be at least 30 seconds long and in English. Submissions in any other language or missing a recording will be automatically disqualified.

Mandatory Knockout Questions

Each application includes knockout questions designed to verify minimum qualifications required by the client. If you answer "NO" to any of these, you will be immediately disqualified from the hiring process for not having the experience requested for the role. Please note that the citizenship question is also a knockout if you answer "YES" as we are only able to hire Latin American talent based in Latin America.

Apply Wisely

To maintain fairness, please apply to no more than three jobs and only if you fully meet the listed qualifications. Applying to roles you don’t qualify for will not improve your chances and may affect future applications.

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We appreciate your interest and look forward to reviewing your application!