Executive Assistant

Blue View Builder

1d•Remote

About The Position

The role involves being the operating layer around a busy founder, with half the job focused on classic executive support and the other half on driving projects to completion. This includes managing vendors, timelines, follow-ups, documents, and status updates without constant prompting. It is not a scheduling-only role, and individuals who require daily task lists may not be a good fit.

Requirements

Based in Mexico.
Reliable home office and video presence.
English at C1+ written and spoken (ability to draft founder-level emails).
Native or bilingual Spanish speaker.
4+ years supporting a founder, partner, or GM, OR 4+ years coordinating multi-stakeholder projects.
Extreme ownership: ability to finish tasks independently.
Proficiency in Google Workspace, MS Planner, Notion or similar, Slack, Zoom, and Excel/Sheets at a high level.
Comfortable working in a deadline-heavy field such as construction, real estate, or similar.

Nice To Haves

CAPM / PMP / Scrum exposure.
Experience with US clients or US founders.
Familiarity with California permitting, modular/prefab, or design-build.
Ability to produce a clean one-page brief from a messy 20-minute voice note.

Responsibilities

Provide executive support, including handling sensitive and confidential company information with discretion.
Prepare meeting materials, set up conference rooms, record meeting minutes, and coordinate special events or town halls.
Serve as a primary liaison between executives and internal or external partners, manage office supply inventory, and oversee general administrative workflows.
Manage calendar, inbox triage, travel, and meeting preparation across Pacific time.
Draft emails, decks, one-pagers, and follow-up notes in English (and Spanish when the counterpart is Spanish-speaking).
Protect the founder’s time by declining, rescheduling, batching, and escalating requests.
Track and close open loops.
Connect workstreams (e.g., technology, modular construction, installation, logistics, operations, finance, vendor, change, or quality) into one plan.
Keep the master schedule current, surface conflicts early, and drive decisions when workstreams cannot resolve issues independently.
Build and maintain trackers, SOPs, meeting cadences, and decision logs.
Coordinate internal architects, engineers, lenders, subcontractors, and agencies to meet dates.
Flag slippage early with a recommended next step.
Prepare a weekly scorecard detailing what moved, what’s stuck, and what needs a decision.
Perform light CRM/pipeline hygiene.
Manage document control (plans, contracts, warranties, permit packets).
Handle vendor selection, onboarding, and invoice routing.
Coordinate recruiting efforts.