Executive Assistant (Business Operations Focus)

Location: Remote (LATAM Preferred)
Type: Full-Time
Working Hours: Must significantly overlap with U.S. business hours

About the Company

We are a growing single-family home construction and spec development firm operating in major Texas markets, including Houston and Dallas. Our mission is to build a highly efficient, systems-driven operation — a “beautiful machine” — capable of scaling from a handful of active projects to 10+ concurrent builds.

We combine thoughtful design, disciplined execution, and strong financial oversight to deliver high-quality homes in the $1M+ range. As we scale, operational excellence, proactive communication, and structured workflows are critical to our success.

About the Role

We are seeking a highly proactive Executive Assistant (EA) with strong business operations instincts. This is not a personal assistant role.

You will serve as the company’s operational air traffic controller — ensuring projects, priorities, systems, and communication remain organized, visible, and moving forward.

This role is ideal for someone who thrives in fast-paced environments, enjoys building structure out of ambiguity, and takes pride in preventing problems before they happen.

Key Responsibilities

Business Operations & Workflow Management

Own the accuracy and discipline of our Monday.com boards
Maintain a 6-week lookahead, ensuring upcoming deadlines are visible and tracked
Track deliverables, dependencies, and timelines across multiple projects
Proactively flag risks, stalled tasks, and bottlenecks

Construction & Rental Project Coordination

Coordinate clear task ownership and follow up on commitments
Step into operational gaps when needed to keep projects moving
Ensure updates, tasks, and documentation are properly captured in PM tools
Attend meetings, capture action items, and drive follow-through
Keep leadership aligned on priorities and status
Act as the first point of contact for the rental portfolio, triaging inquiries from local property managers

Systems & Process Support

Help implement and refine SOPs, workflows, and operational playbooks
Improve organization of digital files, trackers, and dashboards
Support reporting and operational data tracking

Executive Support (Strategic)

Manage calendars and scheduling (on a limited basis)
Assist with communication triage and prioritization
Prepare documents, summaries, and presentations
Support cross-functional initiatives

What We’re Looking For

Required

Proven experience as an Executive Assistant, Operations Assistant, or similar
Strong business operations mindset
Exceptional organizational and prioritization skills
Ability to work independently with minimal supervision
Excellent written and verbal English communication
Comfortable managing multiple moving priorities

Highly Preferred

Experience with Monday.com, Asana, or similar PM tools
Background in construction, real estate, architecture, or development
Experience supporting founders or small leadership teams
Strong sense of ownership and accountability

Bonus

Spanish proficiency
Familiarity with Scrum / Agile workflows
Experience with financial trackers, budgets, or vendor coordination

Success in This Role Looks Like

Leadership feels “10x more organized”
Projects move forward with fewer delays
Clear visibility into upcoming priorities
Bottlenecks flagged early
Systems remain clean, structured, and actively used
Communication gaps shrink dramatically
No silent deadline misses
Consistent meeting follow-through

Who You Are

Naturally proactive — you anticipate rather than react
Structured and detail-oriented
Calm under pressure
Comfortable with ambiguity and change
Obsessed with keeping things organized and moving
Confident communicating with stakeholders
Energized by improving systems and workflows

Why Join Us

Work directly with company leadership
High ownership and visibility
Opportunity to help build scalable systems
Dynamic, growth-oriented environment
Long-term career growth potential