Executive Assistant Operations

📍 Location: LATAM (Colombia preferred)

📝 Contract: Full-time, Permanent

💻 Work Modality: 100% Remote – PST Timezone (9am–5pm)

❗ Only CVs in English will be accepted

💰 Salary: $2,000 – $2,500 USD/month

Role and Company Overview:

We are hiring an Executive & Operations Assistant for a U.S.-based marine HVAC services company with 30 years in the industry. This is a small, owner-operated business supporting luxury private yachts. As the owner's right hand, you will keep the business running smoothly day-to-day — handling invoicing, purchase orders, client-facing emails, and general back-office operations. The ideal candidate is proactive, communicates with confidence and clarity, and figures things out independently without constant direction.

Responsibilities:

• Handle invoicing and purchase orders accurately and on time
• Manage and respond to client-facing emails — pulling information, answering basic inquiries, and keeping communication professional and timely
• Manage and update records within Jobber CRM, including client data, invoices, and job details
• Perform administrative and operational support tasks (data entry, document handling, workflow coordination)
• Improve and maintain internal documentation and templates to ensure repeatable, scalable processes
• Proactively solve problems and reduce dependency on the owner by handling tasks independently
• Leverage AI tools to enhance efficiency, clarity, and quality of outputs

Requirements:

• 5+ years of executive assistant, operations administration, or similar experience
• Strong written communication and ability to produce polished, professional documents
• High attention to detail with ability to reconcile numbers, scope, and documentation
• Self-motivated and able to work independently with minimal supervision
• Strong problem-solving skills — figures things out without constant guidance
• Comfortable learning new systems and following structured workflows
• Available to work full-time PST hours (9am–5pm)
• Strong experience using AI tools (e.g., ChatGPT, Claude, Gemini)
• Available to start immediately — no notice period

Nice to Have:

• Experience in HVAC, construction, or mechanical services
• Familiarity with CRM systems (Jobber, HubSpot, Salesforce, or similar)
• Experience working with small business owners or remote US-based teams
• QuickBooks or light accounting experience
• Process improvement or automation experience

Software and Tools Used:

• Jobber (primary CRM for invoicing and operations)
• Google Workspace
• AI tools (ChatGPT, Claude, Gemini)
• QuickBooks (light usage)