Executive Assistant (Job ID: CHADJ1EA)

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Executive Assistant

Job ID: CHADJ1EA
Industry: Construction & Civil Engineering
Location: South Africa Preferred | LATAM
Employment Type: Full-Time
Work Schedule: Monday–Friday | 8:00 AM–5:00 PM EST
Compensation: $2,500–$3,000 per month
Start Date: ASAP
Become the Right-Hand Partner to a Growing Construction Business Owner

Are you a highly organized Executive Assistant with strong bookkeeping, cash-flow management, and operational coordination experience?

We are looking for an exceptional Executive Assistant to work directly with the owner of an established and rapidly growing construction and civil engineering firm based in Richmond, Virginia.

This is not a traditional administrative support role. You will become a trusted operational partner responsible for helping bring structure to a fast-moving, field-based business. Your work will directly impact cash flow, project organization, job costing, communication, and the systems that support the company's continued growth.

If you enjoy taking ownership, solving problems, building better processes, and helping a busy executive reclaim valuable time, this is an opportunity to make a significant impact.
About the Client

Our client is the owner of an established, fast-growing construction and civil engineering firm operating in a high-demand, field-based environment.

The owner currently manages a significant portion of the company's administrative workload while working 70–80 hours per week across field operations and business leadership.

As the company continues to grow, the client is making a strategic investment in dedicated executive support. You will be among the first remote professionals integrated directly into the company's core operations.

The goal is simple: build stronger systems, improve operational visibility, protect the owner's time, and create a scalable administrative foundation for future growth.
About the Role

As the Executive Assistant, you will serve as the owner's trusted right-hand partner and take direct ownership of key administrative and operational workflows.
Your primary focus will include:

- Cash-flow administration

- Invoicing and accounts receivable

- Job costing and expense tracking

- QuickBooks management

- Email and document organization

- Field receipt processing

- Process improvement and SOP development

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General executive and operational support

You will work closely with the owner and interact with field contractors, vendors, and other stakeholders to ensure information is organized, deadlines are met, and important documentation is properly maintained.

This role requires someone who can bring structure to a busy environment without needing constant direction.
Key Responsibilities
Cash Flow, Bookkeeping & Job Costing

This is the highest-priority area of the role.

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Prepare and issue invoices accurately and promptly.

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Monitor accounts receivable and payment statuses.

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Proactively follow up on overdue invoices and outstanding payments.

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Support healthy and predictable cash flow through consistent tracking and follow-up.

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Code expenses, receipts, and vendor invoices to the appropriate job files in QuickBooks Online

- Maintain accurate job-costing records.

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Organize financial documentation and supporting records.

Field Receipt Management

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Establish and maintain an efficient process for collecting receipts from field contractors.

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Track receipt submissions and ensure documentation is received promptly

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Match receipts to the appropriate projects and expenses.

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Maintain accurate records for accounting and job-costing purposes.

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Help improve field-to-office workflows to reduce missing information and delays.

Inbox & Communication Management

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