Executive Assistant / Operations Assistant

We are looking for a highly organized and proactive Executive Assistant/Operations Assistant to support a busy California-based home improvement company. This role will take ownership of day-to-day administrative and operational tasks, helping leadership stay organized while keeping employee records, job costs, receipts, time tracking, and project-related information accurate and up to date. The ideal candidate is self-sufficient, detail-oriented, comfortable working with numbers and administrative systems, and able to communicate effectively with both leadership and field teams.

Responsibilities

Manage executive calendars, scheduling, email correspondence, and administrative requests; Organize information, documents, and recurring administrative workflows; Follow up on outstanding items and ensure deadlines are met; Provide general administrative support to leadership and the operations team; Coordinate new-hire onboarding and collect required employee documentation; Maintain accurate employee records and ensure forms are complete; Sync employee information and documentation with payroll and HR systems; Assist with employee-related administrative requests and follow-ups; Track employee and field-team billable hours; Match receipts and expenses to the appropriate jobs or projects; Maintain accurate job cost records and identify missing or inconsistent information; Help leadership monitor project expenses and overall job profitability; Support routine billing and light bookkeeping tasks; Track pending tasks, deliverables, and operational follow-ups; Coordinate administrative workflows to keep projects moving; Follow up with employees and field teams when information or documentation is missing; Update internal systems and maintain accurate operational data; Provide ad-hoc support across administrative and operational functions as needed

Requirements

3+ years of experience in executive assistance, administrative operations, operations coordination, or light project management; Fully fluent in English, both written and spoken; Experience with employee onboarding, time tracking, payroll-related administration, or expense management; Comfortable working with receipts, job costs, hours, invoices, and other financial/operational data; Tech-savvy and comfortable learning new administrative, payroll, time-tracking, and expense-management systems; Highly organized with excellent attention to detail; Proactive and able to identify and follow up on tasks without constant supervision; Comfortable working independently in a fast-paced environment; Full-time, dedicated availability; Ability to work strictly within Pacific Time Zone business hours; High proficiency in English, written and verbal; Direct experience with administrative onboarding and employee documentation; Direct experience with time tracking and/or payroll-related administration; Direct experience organizing receipts, expenses, costs, or other job-related financial information; Strong attention to detail and ability to work independently

Nice to have

Bilingual English & Spanish; Construction / Trades Experience; Job Costing Experience; Strong Spanish proficiency