[Hiring] Executive Assistant @HireLATAM

Role Description

Our Client is seeking a highly organized Executive Assistant with a specific background in Construction Administration or Permitting. This role is designed for a professional who can manage a high-volume inbox and calendar while simultaneously supporting technical permitting workflows. The successful candidate will act as a central hub for communication, ensuring that proposals (including ASAs) are handled efficiently and that permit tracking systems are updated with extreme accuracy.

Key Responsibilities

• Email & Calendar Management:
  • Prioritizes and manages high-volume inbox communications, flagging deadlines and critical meeting requests.
  • Organizes email follow-ups and drafts responses to straightforward inquiries independently.
  • Maintains complex calendars using Microsoft Outlook, ensuring seamless scheduling and coordination across multiple stakeholders.
• Permitting & Technical Support:
  • Provides essential support for permitting processes (Construction, Utilities, Environmental, etc.).
  • Extracts technical information from online systems and accurately formats data into internal reports and documents.
  • Maintains and updates internal permit tracking systems to ensure real-time visibility of project statuses.
  • Assists with general data entry and professional report writing to support project managers.
• Proposal & Workflow Coordination:
  • Manages the proposal request workflow, handling approximately 10–20 requests per week, including Additional Service Agreements (ASAs).
  • Ensures all incoming requests are met with timely responses and internal coordination.
  • Utilizes Salesforce to track client interactions, project data, and administrative milestones.

Qualifications

• Proven experience in Permit Processes (Construction, Utilities, Environmental) OR Construction Administration is a strict requirement.
• Advanced proficiency in Salesforce and the Microsoft Office Suite (Outlook, Word, and Excel).
• Exceptional English verbal and written skills, performing at a close-to-fluent level.
• Strong experience in inbox prioritization, "tagging" emails with deadlines, and managing high-volume calendars.
• Must be willing to undergo a background check and provide two professional references.
• Candidates must pass a typing test to verify speed and accuracy.

Requirements

• Familiarity with Adobe Viewer and previous experience managing Proposals/ASAs is preferred.

Benefits

• Deepen your expertise in the high-demand US construction and utilities sector.
• Long-term, full-time contract with a competitive USD salary range.
• Gain experience using top-tier platforms like Salesforce in a remote setting.
• Work at the heart of the project lifecycle, directly influencing the success of permitting and proposal workflows.