Executive Virtual Support

TileImpact, Inc.; Bogotá; Presencial; COP 109.505.037 - 182.508.395; Jornada completa

Descripción de la vacante

A growing construction company is seeking a Virtual Executive Assistant to support the President with inbox management, task follow-through, and project coordination using Monday.com. The role requires advanced skills in organizational tasks, proven experience in assistant roles, and the ability to navigate multiple projects, all while maintaining high standards of communication. This remote opportunity demands availability for 40 hours/week and provides the chance to work closely with leadership in optimizing workflows and enhancing overall operations.

Formación

• Proven 4+ years EA/VA experience supporting a business owner or executive.
• Crisp writing and confident, professional communication required.
• Demonstrated experience building workflows for multiple projects in Monday.com.

Responsabilidades

• Manage inbox and calendar for the President.
• Coordinate projects across Monday.com, maintain workflow.
• Track ideas and actions in real-time for organized execution.

Conocimientos

English fluency (C1+)

Organizational rigor

Advanced user of Monday.com

Confident use of AI tools

Communication skills

Educación

Bachelor's degree or equivalent

Herramientas

Monday.com

Google Workspace

QuickBooks Online

Descripción del empleo

TileImpact, Inc.

Virtual Executive Assistant

Applications must include a resume in English. Only English-language resumes will be reviewed.

Location: Remote (based in Bogotá, Colombia; Independent Contractor supporting to U.S. team)

Support a Growing U.S. Construction Company with Structure, Clarity, and Follow-Through

TileImpact is a family-grown commercial tile and stone contractor serving the San Francisco Bay Area for nearly 20 years. We're known for craftsmanship, humility, and continuous improvement. We practice 2-Second Lean—making small, meaningful improvements every day to support people and production.

We're hiring a Virtual Assistant (Executive Assistant) to support the President and Operations with inbox and calendar control, task follow-through, light bookkeeping support, and coordination across tools and teams. You'll create clarity, protect focus time, and keep priorities moving, proactively, not reactively. This is a hands‑on role for a tech‑savvy, highly organized problem solver who's comfortable managing a busy leader.

Key Responsibilities

1. Inbox, Calendar & Communication Control: Triage email and messages; draft/reply, flag priorities, and maintain a clean, action‑driven inbox; schedule and confirm meetings; protect focus time on the President's calendar; coordinate Zoom/phone calls, travel, and key appointments; maintain clear itineraries.

2. Monday.com Workflow & Project Coordination: Build, improve, and maintain Monday.com boards for the President and wider team (projects, HR, operations, marketing, apprenticeships, finance); design workflows that handle multiple people, projects, and task dependencies, including automations, status updates, dashboards, and reminders; capture next steps, meeting decisions and translate them into Monday.com tasks with clear owners, due dates, and follow‑up; monitor boards daily, identify stuck workflows, follow up on missing updates, and close loops so that nothing falls through the cracks.

3. Strategic Idea Capture & Execution Support: Capture the President's ideas and strategic directions in real time, including unexpected or ad‑hoc thoughts; expand, organize, and break these ideas into clear projects and step‑by‑step action plans; track owners, deadlines, and progress in Monday.com so growth happens in an organized way.

4. Records, CRM & Systems Support: Enter and organize data in FileMaker (training provided); keep digital files and SOPs accurate and up to date; maintain contact lists and simple CRM notes for key clients and partners, including follow‑up reminders; organize and maintain shared folders (Google Drive/Dropbox) with consistent naming and structure.

5. Light Accounting Support (QuickBooks Online): Create and send invoices, enter bills, verify receipts, reconcile straightforward items, and track A/R follow‑ups; review QBO activity daily to flag issues or missing information for the President or office team.

6. Docs, Research & Construction Admin Support: Draft summaries, SOP checklists, vendor research, and simple comparisons; prepare meeting notes and decision briefs; download and organize construction plan sets, name files consistently, and assist with eTakeoff file preparation and plan‑set organization (training provided).

7. AI‑Assisted Productivity: Use tools like ChatGPT to summarize emails, draft first‑pass responses, create checklists, and streamline repetitive tasks, always reviewing for accuracy; use AI (e.g., ChatGPT) to turn the President's brain dumps, BTA notes, and meeting transcripts into structured projects, phased action plans, and Monday.com‑ready task lists; use AI to map and document processes: describe how things currently work and let AI draft clear process maps and first‑pass SOPs (purpose, owner, tools, step‑by‑step, checks), including suggestions for simplification and Lean improvements; leverage AI to support FileMaker and systems integration thinking by brainstorming needed fields/tables/views, drafting simple functional specs for the developer, and clarifying what should live in FileMaker vs. Monday.com vs. QuickBooks; bring recurring problems (rework, miscommunication, field/office gaps) to AI to identify likely root causes, propose countermeasures, and suggest small 2‑second‑lean style experiments with basic ways to measure impact; export simple reports (job profitability, timecard summaries, backlog, etc.) and use AI to highlight patterns, risks, and key questions the President should consider during restructuring.

8. Confidentiality: Handle sensitive business information with discretion and professionalism at all times.

Qualifications

Education: Bachelor's degree (título profesional / pregrado universitario) or equivalent. C+ English Fluency Level.

Experience: Proven 4+ years EA/VA experience supporting a business owner or executive, ideally in an operations‑heavy environment; English fluency (C1+), crisp writing, and confident, professional communication; demonstrated experience building and running workflows for multiple people and projects in Monday.com (not just using boards created by others); experience in construction, architecture, or trades‑adjacent admin.

Technical Skills: Advanced user of Monday.com: board design, statuses, automations, dependencies, dashboards, and basic integrations; able to help architect the company's overall setup and train others; comfortable with Google Workspace (Gmail, Calendar, Drive, Meet), QuickBooks Online (basic AR/AP work), and learning new software (FileMaker training provided); familiarity with plan‑set organization and tools like eTakeoff is strongly preferred; willing and eager to use AI daily to speed up high‑quality work. Confident user of AI tools (e.g., ChatGPT) for drafting, summarizing, and improving workflows.

Core Competencies: English fluency (C1+), crisp writing, and confident, professional communication; strong organizational rigor: prioritization, follow‑through, and excellent attention to detail (numbers and names must be correct); high‑ownership mindset: anticipates needs, asks smart questions, and drives items to completion; growth mindset with the ability to track with a fast‑thinking leader: comfortable catching unexpected ideas, expanding and structuring them, and turning them into prioritized, actionable workflows in Monday.com.

Work Setup & Location: Reliable home office: stable high‑speed internet, quiet workspace, and consistent power; able to work daily morning overlaps with Pacific Time; comfortable using WhatsApp, Zoom, and company‑provided tools (such as Google Voice) for calls within the U.S.

What Success Looks Like

• Both Executive Assistant and President start each day with a clear, prioritized plan, a manageable inbox, and visible top priorities.
• Monday.com boards are well‑designed, easy to use, and consistently updated.
• The President's ideas are consistently captured, organized, and converted into structured projects and step‑by‑step action plans, with visible progress toward company growth goals.
• Meetings are well‑prepared and well‑followed‑through: agendas ready in advance; notes, decisions, action items captured and assigned with deadlines in Monday.com.
• Invoices and simple bookkeeping items are accurate and on time; outstanding items are tracked and flagged early.
• Information is organized and easy to retrieve, leading to fewer surprises and more proactive updates for the President and leadership team.
• The assistant regularly suggests and implements small 2‑Second Lean improvements that make workflows faster, simpler, and clearer for everyone.

Compensation & Schedule

• Job Type: Remote role (Independent Contractor)
• Schedule: Available to work 40 hours/week remotely
• Compensation: Highly competitive pay, shared with shortlisted candidates during the interview process.

If you value efficiency, ownership, and doing things the right way, you'll feel at home here. We get better every day, together.

TileImpact, Inc. is an equal opportunity Company and contracts services with qualified Independent Contractors.