Job Description

• Location: Remote / Virtual
• Job Type: Full-Time
• Salary Range: $1,200–$1,500 USD/month
• Schedule: Monday to Friday 8:00 a.m. - 5:00 pm EST

About Us
HireHawk builds high-performing remote teams for U.S. and Canadian companies by connecting great professionals with meaningful work from anywhere in the world. We’re globally minded, outcomes-first, and we care a lot about clarity, ownership, and follow-through. You’ll be joining through HireHawk to support an established client where reliability and professionalism truly matter.

About the Role
This role exists to reduce the operational and scheduling burden on leadership by giving the owner and sales team a highly capable right hand. You’ll own calendars, client follow-up, appointment scheduling, and day-to-day coordination so the team can stay focused on revenue and delivery. The client operates in Engineering & Construction Risk Consulting with a strong South Florida client base.

Responsibilities

• Keep the owner and sales team’s calendars clean, accurate, and optimized so priorities happen on time
• Schedule appointments end-to-end (confirmations, reminders, reschedules, and follow-ups) with strong attention to details and time zones
• Serve as a professional first point of contact for clients by phone, ensuring every call feels organized, confident, and helpful
• Support the sales team with research that improves outreach and conversations (light lead/account research, background notes, prep summaries)
• Create and maintain a dependable follow-up system so no client request, appointment, or action item gets dropped
• Coordinate across stakeholders (owner, sales team, clients, and any internal partners) to keep work moving without bottlenecks
• Keep information organized across tools (calendar, email, notes, CRM if applicable) so the team always knows the latest status
• Spot gaps and proactively suggest improvements to workflows, templates, and coordination routines that save leadership time

Requirements

Must-Have:

• Bilingual fluency in English and Spanish (verbal and written)
• 1+ years of experience as a Virtual Assistant, Administrative Assistant, Executive Assistant, or Operations Coordinator
• Proven calendar management and appointment scheduling experience (high volume and frequent changes)
• Confidence and professionalism speaking with clients over the phone (clear, calm, and service-oriented)
• Strong written communication skills (you can write messages that are concise, accurate, and client-ready)
• Ability to work autonomously and deliver high-quality work without constant check-ins (strong ownership and follow-through)

Nice to Have:

• Experience supporting a founder/executive or a small sales-driven, client-facing team
• Familiarity with CRMs or sales support workflows (updating records, tracking follow-ups, keeping pipeline notes clean)
• Experience coordinating across multiple stakeholders or departments in a remote setting
• Exposure to consulting, engineering, construction, or professional services environments

Benefits

• Access to a $200k+ perk marketplace with instant discounts on 150+ services
• Access up to 50% of approved earnings before payday (no credit checks or fees)