Executive Assistant (Job ID: CHAJAZ1EA)

Inside Out Hiring; United States; Remote; USD 28,000 - 33,000; Full time

Job summary

Inside Out Hiring ищет опытного исполнительного помощника для поддержки владельца быстрорастущей строительной компании. Роль удаленная, ориентирована на финансовые и операционные процессы, включая бухгалтерский учет и управление денежными потоками.

Задачи включают настройку процессов, контроль расходов, взаимодействие с подрядчиками и документирование SOP, с акцентом на точность и эффективное расписание.

Qualifications

• Proven EA/ops support with owner-facing responsibilities.
• Experience managing cash flow and financial workflows.
• Excellent written and spoken English, highly organized and detailed.

Responsibilities

• Oversee cash flow, invoicing, AR, and job costing.
• Manage field receipts and align with project files.
• Organize Outlook emails into project folders and filter critical items.
• Develop SOPs for receipts, expenses, and filing.
• Coordinate calendars, travel, and ad-hoc operational tasks.

Skills

Cash Flow

Bookkeeping

Calendar Management

Communication

Remote Work

Tools

QuickBooks Online

Outlook

Google Workspace

Job description

Exciting Remote Opportunity! We're Hiring an Executive Assistant!

Are you an organized Executive Assistant with strong bookkeeping, cash-flow management, and operational coordination experience? We are seeking an exceptional Executive Assistant based in South Africa to serve as the trusted right-hand operational partner to the owner of a fast-growing construction and civil engineering firm based in Richmond, Virginia!

Job Details at a Glance

• Job Title: Executive Assistant




• Job ID: CHAJAZ1EA




• Industry: Construction & Civil Engineering




• Location: South Africa




• 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

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 in Richmond, Virginia. Currently working 70–80 hours per week across field operations and business leadership, the owner 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 to build stronger systems, improve operational visibility, and protect executive bandwidth.

About the Role

This is not a traditional administrative support role. As the Executive Assistant, you will serve as the owner's trusted right-hand partner, taking direct ownership of key financial, operational, and administrative workflows. You will bring structure to a fast-moving environment, managing cash flow, field receipts, communications, and SOP development without requiring constant supervision.

Key Responsibilities

• Cash Flow, Bookkeeping & Job Costing (Top Priority): Prepare and issue invoices promptly, monitor accounts receivable, follow up on overdue payments, code receipts/expenses in QuickBooks Online, maintain accurate job-costing records, and organize supporting financial documentation.




• Field Receipt Management: Establish and maintain an efficient process for collecting, tracking, and matching receipts from field contractors to appropriate project files to reduce missing information delays.




• Inbox & Communication Management: Organize high-volume Outlook email traffic into project-based folders, archive key project communications, screen inbound messages, review call summaries, and prioritize critical issues to protect the owner's schedule.




• Operational Support & SOP Development: Identify operational bottlenecks, create structured remote-to-field workflows, and document Standard Operating Procedures (SOPs) for receipt collection, expense reporting, and document filing.




• Executive Support: Handle calendar coordination, scheduling, travel planning, administrative tasks, and ad-hoc operational requests with urgency and professionalism.

Qualifications & Skills

Core Requirements:

• Experience: Proven track record as an Executive Assistant, Senior Administrative Assistant, or Operations Coordinator working directly with business owners.




• Financial & Tech Mastery: Strong hands-on experience with QuickBooks Online, bookkeeping, invoicing, accounts receivable, and expense/job-cost tracking.




• Software Fluency: High proficiency with Microsoft Office (Outlook, Excel, Word) and Google Workspace.




• Communication: Exceptional written and spoken English communication skills; highly organized with obsessive attention to detail and accuracy.

Preferred / Highly Valued:

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


• Hands-on experience with construction-related job costing and managing high-volume project documentation.


• Bilingual Spanish & English: Spanish proficiency is a strong advantage due to communication with trade partners and Hispanic clients.

Tech Stack Used:

• QuickBooks Online, Microsoft Outlook & Office, Google Workspace, VoIP telephony, Email/SMS.