Executive Assistant (Job ID: KYLSAM1EA)

Location: Remote

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0
C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.
PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

   

About the Client:

 

Our client is a well-established industrial general contracting company based in Southern California with a workforce of 15–20 employees. The company is led by a direct, high-standard, and fast-paced founder who pushes his team to achieve continuous growth and excellence. Operating in a highly competitive market, the owner balances multi-faceted ventures—including core industrial operations and real estate property investments—and requires a high-level partner to buy back his mental bandwidth and operational focus. 

 

About the Role:

 

This is a high-leverage Executive Assistant role built for a true right hand partner—not a passive administrative task-taker. Working directly with the Owner, you will take full ownership of executive logistics, property administration, project organization, and day-to-day operational filtering.

 

You will operate with extreme proactivity, sharp critical thinking, and a self-directed mindset to act as a force multiplier for the Owner. Over time, you will also help document SOPs, track business KPIs via dashboards, and leverage modern AI tools (specifically Claude) to build efficiencies and optimize workflows across the company.

 

Key Responsibilities

 

1. Executive & Administrative Ownership

• Inbox & Calendar Management: Actively manage, organize, and filter the Owner’s inbox and calendar; protect executive focus and ensure daily meeting readiness.
• Operational Filter: Serve as the primary filter to resolve low-to-medium friction tasks and inquiries independently before escalating.
• Briefs & Follow-ups: Prepare pre-meeting briefs, compile relevant documentation, and rigorously track follow-up action items across projects.

2. Operations, Construction & Property Support

• Project Administration: Execute administrative and organizational tasks for the core industrial/construction business, including filing, cross-department tracking, and document control.
• Real Estate Support: Provide admin management support for the Owners real estate property portfolio as needed.

3. AI Workflows & Process Optimization

• AI Collaboration: Use AI engines (Claude) as a daily thinking partner to draft communications, brainstorm solutions, and streamline recurring workflows.
• SOP Development: Document core processes and operational workflows into clear Standard Operating Procedures (SOPs).
• Metrics & Dashboards: Assist in organizing, reporting, and updating key operational metrics and KPI dashboards as the role evolves.

 

Non-Negotiable Requirements

• Daily Reliability & Work Ethic: Must have the ability to show up every day, give 110%, and maintain a positive attitude.
• Resourceful Independence with High Humility: Must manage themselves effectively and attempt to solve problems independently before escalating, while having the humility to ask for help before wasting time.
• Effective Email & Inbox Management: Must know how to manage email efficiently and effectively to help the Owner step away from constant inbox checking.
• Intellectual Courage & Proactive Pushback: Must be willing to challenge the Owners thinking respectfully, bring alternative perspectives, and bite back when appropriate to achieve the best outcome.
• Fluent & Professional English Communication: Exceptional verbal and written English communication skills are required.

 

Qualifications & Skills 

• Proactive Pushback & Drive: Possesses intellectual courage. Comfortable respectfully challenging the Owners thinking, offering fresh perspectives, and bringing new ideas to the table.
• Critical Thinking & Humility: A natural problem-solver who exhausts options independently before escalating, yet maintains the humility to ask for guidance before wasting time guessing.
• Direct Communication: Thrives under direct, high-standard leadership. Welcomes candid feedback as a growth opportunity and communicates with total clarity and transparency.
• AI Capability: Proficient or highly capable with AI tools (specifically Claude) to accelerate work quality, problem-solving speed, and process creation.
• Schedule Alignment: Available during U.S. Pacific Standard Time (PST) hours with flexibility to respond when urgent business needs or high-volume periods arise.
• Reliability & Professionalism: Flawless written and verbal English skills. Shows up consistently every day with a strong work ethic and a positive, solution-oriented attitude.