Senior Executive Assistant

GlobalTeam; United States; À distance; USD 16 000 - 20 000; Plein temps

Résumé du poste

GlobalTeam is seeking a highly organized Senior Executive Assistant to support a U.S.-based client in remote sales & operations. You will manage leads, estimates, schedules, and invoicing, translating between English and Spanish as needed to keep opportunities moving forward.

The role emphasizes ownership, judgment, and follow-through, with training on Housecall Pro and internal processes. Expect a fast-paced, detail-oriented environment with direct impact on growth.

Qualifications

• Bilingual English and Spanish communication; translate scopes between languages.
• Own tasks with minimal reminders and follow through.
• Judgment to know when owner approval is needed.
• Excellent attention to detail on names, dates, colors, schedules, and amounts.
• Strong written, professional communication.
• Able to stay organized with multiple priorities.
• Customer-service oriented with calm professionalism.

Responsabilités

• Keep daily operations organized and tasks completed.
• Respond to new leads the same day and schedule estimates.
• Follow up on estimates to book jobs.
• Manage owner's calendar and inbox; protect selling time.
• Schedule jobs and confirm appointments.
• Translate job scopes English-Spanish for crews.
• Send invoices and follow up on balances.
• Maintain accurate customer, scheduling, and operational data.
• Prepare weekly numbers report (leads, estimates, booked jobs, cash).
• Document recurring processes and SOPs.
• Stay calm with multiple priorities and customer frustration.
• Escalate pricing/money decisions to owner.

Connaissances

Bilingual English/Spanish

Ownership & accountability

Strong judgment

Attention to detail

Numerical aptitude

Written communication

Organization

Customer service

Initiative

Cross-functional communication

Outils

Housecall Pro

Description du poste

Job Title: Senior Executive Assistant - Sales & Operations

Job Modality: 100% Remote

Employment Type: Full-Time | Contractor

Salary (USD): $1,400 to $1,800 USD per month

Time Zone: Monday–Friday | 9:00 AM – 5:00 PM EST

About the Client

Our client is a growing U.S.-based home services company specializing in professional painting services. Their projects are completed through subcontracted crews and coordinated by local managers to ensure consistent quality and a strong customer experience.

They are looking for a Senior Executive Assistant who can keep the business organized, ensure every customer opportunity continues moving forward, and protect the owner’s time so he can focus on selling, leading, and growing the company.

The client values potential, ownership, judgment, and follow-through more than previous industry experience. Training will be provided on Housecall Pro, internal processes, and the painting business.

About the Role

We are looking for a highly organized, proactive, bilingual, and detail-oriented Senior Executive Assistant to join GlobalTeam and work directly with our client.

In this role, you will own the administrative and sales-support systems that keep leads, estimates, customers, schedules, crews, and collections moving without requiring constant direction from the owner

The goal of the position is simple: more estimates followed up, more jobs booked, fewer opportunities falling through the cracks, and less operational work waiting on the owner.

Strong judgment is essential. You should be comfortable handling responsibilities independently while recognizing when decisions involving money, pricing, or promises to customers require the owner’s approval.

Key Responsibilities

• Keep daily business operations organized and ensure tasks are followed through to completion.
• Respond to every new lead the same day and schedule estimate appointments.
• Follow up consistently on estimates and customer opportunities to help increase booked jobs.
• Manage the owner’s calendar and inbox while protecting dedicated selling and leadership time.
• Schedule jobs and confirm appointments with customers.
• Keep crews informed of scheduling updates, job details, and changes.
• Translate job scopes accurately between English and Spanish for field crews.
• Send invoices and follow up professionally on outstanding balances.
• Maintain accurate customer, scheduling, and operational information.
• Prepare a weekly numbers report covering leads, estimates sent, estimates followed up, jobs booked, and cash collected.
• Document recurring processes and create clear procedures so tasks are completed consistently.
• Stay calm and organized when multiple priorities arise or customers become frustrated.
• Identify incomplete tasks, missed opportunities, or operational issues before they become larger problems.
• Escalate decisions involving pricing, money, or commitments to customers to the owner for approval.

Required Skills and Experience

• Strong English and Spanish communication skills, including the ability to accurately translate job scopes between both languages.
• Excellent ownership and follow-through, with the ability to finish tasks without repeated reminders.
• Strong judgment and the ability to distinguish between decisions that can be handled independently and those requiring owner approval.
• Exceptional attention to detail, especially with names, dates, colors, schedules, job information, and dollar amounts.
• Comfortable working with numbers and able to recognize when information does not add up.
• Strong written communication with a clear, professional, warm, and natural tone.
• Ability to stay organized and composed while managing multiple priorities.
• Strong honesty and accountability, including communicating mistakes or uncertainty early rather than guessing.
• Fast learner who can understand new systems and processes quickly.
• Comfortable taking initiative without requiring step-by-step direction for every task.
• Strong customer service skills, including handling frustrated customers professionally.
• Ability to communicate effectively with customers, field crews, and the business owner.

Bonus Points for

• Previous experience with Housecall Pro or another CRM / field service management platform.
• Experience supporting an executive, business owner, or entrepreneur.
• Previous experience in home services, construction, trades, painting, or a related industry.
• Experience with lead follow-up, appointment scheduling, customer service, invoicing, or accounts receivable follow-up.
• Experience documenting workflows, SOPs, or recurring operational processes.
• Comfortable using AI tools carefully and responsibly to improve productivity.

What We Offer

• Competitive compensation.
• 100% remote work environment.
• Opportunity to work directly with a growing U.S.-based business owner.
• Hands-on training in Housecall Pro, internal processes, and the home services industry.
• A role with significant ownership and direct impact on business growth.
• Opportunity to develop executive support, operations, customer service, and business management skills.
• Growth and learning opportunities through international exposure.