Executive Assistant (Job ID: GABREG1)

IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0 C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH JOB TITLE Executive Assistant JOB ID GABREG1 INDUSTRY Construction Administration and Permitting Services LOCATION LATAM JOB STATUS Full Time WORK SCHEDULE Monday to Friday 8AM to 5PM EST SALARY $8 to $10 per hour TARGET START DATE ASAP ROLE OVERVIEW About the Client: The client is a permit processing company that works with contractors, homeowners, architects, and engineers across multiple active projects in different stages of the permitting process. Their work depends heavily on organization, follow up, documentation management, and meeting deadlines while maintaining strong communication with clients and local agencies. The company is focused on long term growth and is looking for someone who can become a key operational partner by helping streamline processes, maintain organization, and eventually take on increasing operational responsibilities as the business continues to scale. About the Role: The client is seeking a highly organized and proactive Executive Assistant to support day to day operations and project coordination within a fast paced permit processing environment. This role is designed for someone who is detail oriented, resourceful, and capable of managing multiple ongoing projects simultaneously without losing track of deadlines or follow ups. The ideal candidate will communicate professionally with clients and government agencies, learn processes quickly through Loom training and daily collaboration, and gradually grow into a more operational leadership focused position over time. The position requires full time availability aligned with Eastern Time business hours and participation in daily morning check ins and collaborative training sessions.

Key Responsibilities

Email Management & Client Communication Manage and organize incoming emails using a folder based system Respond to routine client inquiries in a professional and timely manner Escalate new projects, complex situations, or decision based matters to the owner Maintain clear and professional written communication with clients and agencies Handle the majority of day to day email correspondence Project Coordination & Follow Up Onboard and track projects throughout every stage of the permitting process Follow up consistently on missing documents, signatures, approvals, and outstanding items Monitor permit portals and maintain accurate project status updates Communicate with building departments and agencies to resolve issues and gather updates Support the client during daily operational coordination and project management activities Documentation & Permit Processing Prepare and complete permit related paperwork accurately Send documentation for signatures and notarization and ensure timely completion Verify that returned documents are legible, complete, and properly notarized Record, organize, and electronically file project documentation Maintain detailed and accurate notes for every project and interaction Organization & Reporting Organize and maintain Dropbox folders and project documentation systems Provide weekly project updates to clients using Google Sheets Ensure all systems, files, and project records remain updated and organized Assist with research and administrative tasks related to municipalities and permitting processes Help improve operational efficiency as processes continue to evolve Collaboration & Process Management Participate in daily morning meetings and collaborative training sessions Learn workflows and processes through Loom videos, SOPs, and hands on collaboration Take ownership of assigned processes and execute them independently Support the development and organization of operational systems within ClickUp Provide end of day updates and maintain consistent communication regarding progress and priorities Qualifications & Skills Must Have Excellent written and spoken English communication skills Strong organizational skills with exceptional attention to detail Ability to manage multiple projects and deadlines simultaneously Experience handling administrative, coordination, or executive assistant responsibilities Strong follow up and problem solving skills Ability to work independently and take initiative after training Comfortable communicating with U.S. based clients and government agencies over phone and email Availability to work full time aligned with Eastern Time business hours Comfortable participating in daily meetings and collaborative training sessions Experience using Google Sheets and managing digital documentation systems Preferred Experience in permitting, construction, real estate, or other document heavy industries Previous experience as an Executive Assistant, Operations Coordinator, or Virtual Assistant Familiarity with ClickUp, Dropbox, Slack, and Loom Experience working with U.S. based companies or clients Experience following SOPs and process documentation in a remote environment Personality Traits Highly organized and dependable Professional and trustworthy Proactive and resourceful Quick learner with strong adaptability Persistent yet professional when following up with clients or agencies Independent thinker who can solve problems without constant supervision Detail oriented and process driven Motivated by long term growth and increased responsibility Apply To This Job