Executive Operations Assistant | Construction Industry
Location
Colombia
Work mode
remote
Type
full-time
Department
Virtual Assistant / Full - Time, Operations
Last seen
59m ago
Position Summary
Seeking a highly organized and proactive Executive Operations Assistant to support the Vice President across multiple operational functions including Human Resources, Accounting Coordination, and Production Operations. The role serves as a centralized support function focused on communication, operational visibility, project coordination, reporting, and executive support.
Key Responsibilities
Executive Support
•
Support the Vice President with daily operational and administrative activities
•
Coordinate priorities across departments
•
Maintain operational visibility and reporting
•
Facilitate communication flow between teams
•
Track follow-through on key initiatives
Human Resources Support
•
Coordinate recruiting and onboarding activities
•
Schedule interviews and communicate with candidates
•
Maintain employee setup documentation
•
Support internal employee communications
Accounting Coordination Support
•
Assist with QuickBooks-related coordination
•
Organize accounting documentation
•
Support financial and operational reporting
•
Help maintain tracking systems and reporting visibility
Production and Operations Support
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Maintain scheduling visibility for active projects
•
Coordinate production schedules and communications
•
Support operational continuity across teams and crews
•
Identify and escalate scheduling conflicts or operational blockers
Email Management
•
Monitor and organize executive inboxes
•
Prioritize incoming communications
•
Flag urgent and time-sensitive matters
•
Maintain communication responsiveness across departments
Priority Structure
Candidates must be comfortable balancing competing priorities in the following order:
1.
Production Operations
2.
Accounts Receivable and Financial Follow-Up
3.
Human Resources and Administrative Coordination
Required Qualifications
Experience
•
Executive Assistant or Executive Support experience
•
Experience supporting leadership teams remotely
•
HR support experience
•
Accounting or financial administrative support experience
•
Experience coordinating schedules, meetings, and operational follow-ups
Skills
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Strong organizational skills
•
Excellent time management
•
Ability to multitask effectively
•
Strong written and verbal English communication
•
High attention to detail
•
Professionalism and discretion with confidential information