Executive Assistant

Role: Executive Assistant
Priority Location: LATAM / Philippines 

Working hours:  8 am - 4 pm CDT

Type of contract: Independent Contractor 

Type of job: Remote

Start date: ASAP

About the Company: Custom homebuilding company in Nashville. 

About the Role:  The primary purpose of this role is to protect the Business Owner’s time, reduce administrative overhead, and drive the daily and weekly follow-through needed to serve our clients, vendors, and business well.

By keeping critical details from falling through the cracks, you will enable Dan to focus on high-impact areas: client relationships, sales, estimating, project leadership, and quality control on-site. If you thrive in small-business environments and genuinely enjoy organizing, tracking, documenting, and helping a team succeed, this role is for you.

Key Responsibilities:

• Rhythms & Calendar: Manage calendar scheduling, follow up on emails, and maintain recurring administrative routines.
• Task & File Management: Organize digital files, handle data entry, track action items, and update checklists to ensure clear decision-making.
• Prep: Gather, organize, and summarize information to review and make decisions efficiently.

• Lead Tracking: Enter and organize new lead data, maintain the lead pipeline process, and prepare lead summaries for review. 
• Brand & Outreach Support: Assist with direct mail campaigns, email newsletters, social media posts, Houzz/website updates, business card tracking, and referral monitoring.

• AP/AR & Billing Prep: Process bills, organize vendor invoices, prepare client invoicing details, and flag bills as ready for review/payment.
• Budgeting & Tax Prep: Input final budget data into BuilderTrend from Excel, compile documentation for the accountant/CPA, and assist with insurance administrative tasks.
   

• Materials & Selections: Order materials (e.g., tile, fixtures), confirm product details (e.g., grout colors, specs), coordinate selection details, and communicate with interior designers as directed.
• Permitting & Scheduling: Organize permit documents, support task scheduling, and maintain project checklists.
• Meeting Documentation: Join client meetings and site walk-throughs via video/Teams to take thorough notes and generate clear follow-up tasks.

• Build Repeatable Systems: Help get operational knowledge out of Founder head and into shared company workflows.
• Create SOPs: Document tasks as you learn them using step-by-step instructions, checklists, templates, screen recordings, training videos, and structured shared folders.

What We Are Looking For:

• Familiarity with BuilderTrend SAAS online project management website, Excel, BlueBeam (PDF blueprint mark-up and measuring program), email, Microsoft Teams, Google Calendar.
• At least 4 years’ experience as an Executive Assistant, supporting a CEO / Founder. 
• Excellent English communication, written and verbal.
• Typing speed of more than 45 wpm.
• Have patience when supporting an executive with some hearing loss. 

Ideal candidate must be:

• Dependable
• Organized
• Detail-oriented
• Task-focused
• Comfortable with administrative work
• Comfortable following clear processes
• Able to complete recurring tasks consistently
• Able to ask clarifying questions when needed
• Comfortable supporting a small family-owned business
• Respectful with confidential information
• Good with follow-up
• Comfortable with checklists and documentation
• Able to work independently once expectations are clear
• Energized by helping others succeed