Executive Assistant

• Handle sensitive and confidential company information with strict professional discretion
• Prepare meeting materials, set up conference rooms, record meeting minutes, and coordinate special events or town halls
• Liaise between executives and internal or external partners
• Manage office supply inventory and 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 appropriate
• Protect the founder’s time by declining, rescheduling, batching, and escalating
• Track open loops and close them
• Connect project workstreams into one plan and maintain the master schedule
• Build and maintain trackers, SOPs, meeting cadences, and decision logs
• Coordinate architects, engineers, lenders, subcontractors, and agencies to dates
• Flag slippage early with a recommended next step
• Prepare a weekly scorecard covering progress, blockers, and decisions needed
• Maintain light CRM/pipeline hygiene and document control
• Coordinate vendor selection, onboarding, and invoice routing
• Coordinate recruiting

• Based in Mexico; reliable home office and video presence
• English at C1+ written and spoken
• Spanish native or bilingual
• 4+ years supporting a founder, partner, or GM or 4+ years coordinating multi-stakeholder projects
• Extreme ownership: you finish things
• Google Workspace, MS Planner, Notion or similar, Slack, Zoom, Excel/Sheets at a real level
• Comfortable in construction, real estate, or another deadline-heavy field (preferred, not required)
• CAPM / PMP / Scrum exposure (nice-to-have)
• US client or US-founder experience (nice-to-have)
• Familiarity with California permitting, modular/prefab, or design-build (nice-to-have)
• Ability to produce a clean one-page brief from a messy 20-minute voice note (nice-to-have)