Executive Assistant (Job ID: TINDEE1)

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Executive Assistant

🆔 Job ID: TINDEE1
🏢 Industry: Construction
🌎 Location: LATAM
🕒 Job Status: Full Time
⏰ Work Schedule: Monday to Friday, 8:00am to 5:00pm (EST)

• Will vary between 30 to 40 hours per week.
  💰 Salary: $8 to $10 per hour
  🚀 Target Start Date: ASAP

About the Client

Our client is a fast-growing utility construction company handling complex, high-stakes infrastructure projects (including international initiatives like work with the Panama Canal). They operate in a high-urgency, fast-paced, startup-like environment where precision, direct communication, and operational execution are critical to driving company growth.

About the Role

We are seeking a high-caliber, proactive Executive Assistant to act as a primary operational partner to the Chief Operating Officer (COO). This is not a traditional, passive administrative role. The COO manages competing high-level priorities and broad operational teams—she needs an extra set of hands to help execute tasks, standardize processes, and streamline daily workflows. You will serve as a reliable "right hand," keeping projects moving, ensuring nothing falls through the cracks, and maintaining high accountability across executive operations. We need an independent thinker who thrives on creating order out of chaos, solving problems proactively, and executing swiftly in a high-urgency "go-mode" environment.

Key Responsibilities

Task & Open-Loop Tracking

• Master Task List: Maintain and manage a central task list to track all follow-ups, operational deliverables, and action items through to completion.
• Project Oversight: Monitor background projects assigned by executive leadership to ensure deadlines are met and no details are dropped.

Document & File Organization

• Cloud & SharePoint File Management: Systematically organize and file incoming project records into appropriate cloud directories, leveraging Microsoft SharePoint as a core repository.
• Backlog Elimination: Resolve file backlogs stuck in email threads and establish organized, easily accessible digital records.

Operational Execution & Support

• Workflow Standardization: Partner with the COO to help standardize existing processes and improve day-to-day workflow efficiency.
• Process Recording & Optimization: Identify, suggest, and implement new tools to record workflows, document SOPs, and drive continuous operational improvements.
• Light Correspondence: Draft occasional correspondence and communications as directed by executive leadership.

AI & Tech Stack Leverage

• AI Productivity & Implementation: Actively propose and implement emerging AI tools beyond baseline LLMs (like ChatGPT or Claude) to optimize administrative workflows, automate routine processes, and scale executive output.
• Tech Stack Management: Comfortably navigate, utilize, and add to our growing operational tech stack (currently leveraging Apollo, Microsoft Suite, and adjacent tools).

Qualifications & Skills

• Microsoft Suite & SharePoint Mastery: Deep expertise across the entire Microsoft Suite of tools, with particular strength in organizing, structuring, and managing operations within SharePoint.
• AI & Tech Innovator: Self-educated on the broader landscape of modern AI and automation tools. Proven ability to bring proactive suggestions to the table regarding how new software can improve operations.
• Tech Stack Adaptability: Comfortable working within existing tools (e.g., Apollo) and eager to evaluate, learn, and onboard new platforms for workflow recording and process management.
• C-Suite Support: 3+ years of experience directly supporting C-level executives in fast-growing, dynamic environments.
• Proactive Problem Solver: Ability to anticipate needs, prioritize tasks independently, and solve issues without waiting for step-by-step direction.
• Direct & Candid Communication: Unafraid to push back constructively, flag issues early, give transparent updates, and ask clarifying questions.
• Resilient & Adaptable: Thrives in a fast-changing workplace with shifting priorities; comfortable with direct, high-urgency leadership ("go mode").
• Industry Experience (Bonus): Prior exposure to civil infrastructure, utility, or construction environments (a plus, but strong C-suite EA experience in other fields is equally welcomed).
• Bilingual (Bonus): Fluency in both English and Spanish (highly beneficial for upcoming international projects).

Screening

• Must be able to pass additional background screening due to sensitive data access.

Originally posted on Himalayas