Executive Assistant

The role

You are the operating layer around a busy founder. Half the job is classic executive support. The other half is driving projects to done: vendors, timelines, follow-ups, documents, and status — without waiting to be asked twice.

This is not a scheduling-only EA. If you need a task list written for you every morning, this is not the seat.

Responsibilities

Executive support
- Information & File Governance: Handle sensitive and confidential company information with strict professional discretion.
- Meeting & Event Support: Prepare meeting materials, set up conference rooms, record meeting minutes, and coordinate special events or town halls.
- Office & Vendor Operations: Serve as a primary liaison between executives and internal or external partners, manage office supply inventory, and oversee general administrative workflows.
- Calendar, inbox triage, travel, and meeting prep across Pacific time
- Draft emails, decks, one-pagers, and follow-up notes in English (Spanish when the counterpart is Spanish-speaking)
- Protect the founder’s time: decline, reschedule, batch, and escalate
- Track open loops and close them

Project management
- Workstream owners plan, execute, and report on their tracks (for example: technology, modular construction, installation, logistics, operations, finance, vendor, change, or quality). You connect those tracks into one plan, keep the master schedule current, surface conflicts early, and drive decisions when workstreams cannot resolve issues alone.
- Build and keep current: trackers, SOPs, meeting cadences, decision logs
- Coordinate internal architects, engineers, lenders, subcontractors, and agencies to dates
- Flag slippage early, with a recommended next step — not just a red status
- Prepare weekly scorecard: what moved, what’s stuck, what needs a decision

Operations
- Light CRM / pipeline hygiene
- Document control (plans, contracts, warranties, permit packets)
- Vendor selection, onboarding and invoice routing
- Recruiting coordination

Must-haves
- Based in Mexico; reliable home office and video presence
- English at C1+ written and spoken (you will draft founder-level emails)
- Spanish native or bilingual
- 4+ years supporting a founder, partner, or GM or 4+ years coordinating multi-stakeholder projects
- Extreme ownership: you finish things
- Tools: Google Workspace, MS Planner, Notion or similar, Slack, Zoom, Excel/Sheets at a real level; Asana/Monday/ClickUp a plus.
- Comfortable in construction, real estate, or another deadline-heavy field (preferred, not required)

Nice-to-haves
- CAPM / PMP / Scrum exposure
- US client or US-founder experience
- Familiarity with California permitting, modular/prefab, or design-build
- Can produce a clean one-page brief from a messy 20-minute voice note

How we work
- Core hours overlap 8:00 a.m.–5:00 p.m. Pacific
- Async first; same-day response during overlap
- You will sit in client and vendor calls
- Success in 90 days: founder calendar is clean, no dropped balls, every major project has an owner, a date, and a written status

How to apply

Send:

One-page résumé

8–10 sentence note: a project you drove from mess to done

Your monthly USD rate and earliest start date

A 60-second Loom (or equivalent) introducing yourself in English