Virtual Assistant
TileImpact, Inc.
Virtual Executive Assistant
Location: Remote (based in Bogotá, Colombia; reports to U.S. team)
Support a Growing U.S. Construction Company with Structure, Clarity, and Follow-Through
TileImpact is a family-grown commercial tile and stone contractor serving the San Francisco Bay Area for nearly 20 years. We're known for craftsmanship, humility, and continuous improvement. We practice 2-Second Lean--making small, meaningful improvements every day to support people and production.
We're hiring a Virtual Assistant (Executive Assistant) to support the President and Operations with inbox and calendar control, task follow-through, light bookkeeping support, and coordination across tools and teams. You'll create clarity, protect focus time, and keep priorities moving, proactively, not reactively. This is a hands-on role for a tech-savvy, highly organized problem solver who's comfortable managing a busy leader.
Key Responsibilities
Education: Bachelor's degree (título profesional / pregrado universitario) or equivalent.
Experience: Proven 4+ years EA/VA experience supporting a business owner or executive, ideally in an operations-heavy environment; English fluency (C1+), crisp writing, and confident, professional communication; demonstrated experience building and running workflows for multiple people and projects in Monday.com (not just using boards created by others); experience in construction, architecture, or trades-adjacent admin.
Technical Skills: Advanced user of Monday.com: board design, statuses, automations, dependencies, dashboards, and basic integrations; able to help architect the company's overall setup and train others; comfortable with Google Workspace (Gmail, Calendar, Drive, Meet), QuickBooks Online (basic AR/AP work), and learning new software (FileMaker training provided); familiarity with plan-set organization and tools like eTakeoff is strongly preferred; willing and eager to use AI daily to speed up high-quality work. Confident user of AI tools (e.g., ChatGPT) for drafting, summarizing, and improving workflows.
Core Competencies: English fluency (C1+), crisp writing, and confident, professional communication; strong organizational rigor: prioritization, follow-through, and excellent attention to detail (numbers and names must be correct); high-ownership mindset: anticipates needs, asks smart questions, and drives items to completion; growth mindset with the ability to track with a fast-thinking leader: comfortable catching unexpected ideas, expanding and structuring them, and turning them into prioritized, actionable workflows in Monday.com.
Work Setup & Location: Reliable home office: stable high-speed internet, quiet workspace, and consistent power; able to work daily morning overlaps with Pacific Time; remote role for candidates currently residing in Colombia (ideally Bogotá); comfortable using WhatsApp, Zoom, and company-provided tools (such as Google Voice) for calls within the U.S.
What Success Looks Like
TileImpact, Inc. is an Equal Opportunity Employer.
Virtual Executive Assistant
Location: Remote (based in Bogotá, Colombia; reports to U.S. team)
Support a Growing U.S. Construction Company with Structure, Clarity, and Follow-Through
TileImpact is a family-grown commercial tile and stone contractor serving the San Francisco Bay Area for nearly 20 years. We're known for craftsmanship, humility, and continuous improvement. We practice 2-Second Lean--making small, meaningful improvements every day to support people and production.
We're hiring a Virtual Assistant (Executive Assistant) to support the President and Operations with inbox and calendar control, task follow-through, light bookkeeping support, and coordination across tools and teams. You'll create clarity, protect focus time, and keep priorities moving, proactively, not reactively. This is a hands-on role for a tech-savvy, highly organized problem solver who's comfortable managing a busy leader.
Key Responsibilities
- Inbox, Calendar & Communication Control: Triage email and messages; draft/reply, flag priorities, and maintain a clean, action-driven inbox; schedule and confirm meetings; protect focus time on the President's calendar; coordinate Zoom/phone calls, travel, and key appointments; maintain clear itineraries.
- Monday.com Workflow & Project Coordination: Build, improve, and maintain Monday.com boards for the President and wider team (projects, HR, operations, marketing, apprenticeships, finance); design workflows that handle multiple people, projects, and task dependencies, including automations, status updates, dashboards, and reminders; capture next steps, meeting decisions and translate them into Monday.com tasks with clear owners, due dates, and follow-up; monitor boards daily, identify stuck workflows, follow up on missing updates, and close loops so that nothing falls through the cracks.
- Strategic Idea Capture & Execution Support: Capture the President's ideas and strategic directions in real time, including unexpected or ad-hoc thoughts; expand, organize, and break these ideas into clear projects and step-by-step action plans; track owners, deadlines, and progress in Monday.com so growth happens in an organized way.
- Records, CRM & Systems Support: Enter and organize data in FileMaker (training provided); keep digital files and SOPs accurate and up to date; maintain contact lists and simple CRM notes for key clients and partners, including follow-up reminders; organize and maintain shared folders (Google Drive/Dropbox) with consistent naming and structure.
- Light Accounting Support (QuickBooks Online): Create and send invoices, enter bills, verify receipts, reconcile straightforward items, and track A/R follow-ups; review QBO activity daily to flag issues or missing information for the President or office team.
- Docs, Research & Construction Admin Support: Draft summaries, SOP checklists, vendor research, and simple comparisons; prepare meeting notes and decision briefs; download and organize construction plan sets, name files consistently, and assist with eTakeoff file preparation and plan-set organization (training provided).
- AI-Assisted Productivity: Use tools like ChatGPT to summarize emails, draft first-pass responses, create checklists, and streamline repetitive tasks, always reviewing for accuracy; use AI (e.g., ChatGPT) to turn the President's brain dumps, BTA notes, and meeting transcripts into structured projects, phased action plans, and Monday.com-ready task lists; use AI to map and document processes: describe how things currently work and let AI draft clear process maps and first-pass SOPs (purpose, owner, tools, step-by-step, checks), including suggestions for simplification and Lean improvements; leverage AI to support FileMaker and systems integration thinking by brainstorming needed fields/tables/views, drafting simple functional specs for the developer, and clarifying what should live in FileMaker vs. Monday.com vs. QuickBooks; bring recurring problems (rework, miscommunication, field/office gaps) to AI to identify likely root causes, propose countermeasures, and suggest small 2-second-lean style experiments with basic ways to measure impact; export simple reports (job profitability, timecard summaries, backlog, etc.) and use AI to highlight patterns, risks, and key questions the President should consider during restructuring.
- Confidentiality: Handle sensitive business information with discretion and professionalism at all times.
Education: Bachelor's degree (título profesional / pregrado universitario) or equivalent.
Experience: Proven 4+ years EA/VA experience supporting a business owner or executive, ideally in an operations-heavy environment; English fluency (C1+), crisp writing, and confident, professional communication; demonstrated experience building and running workflows for multiple people and projects in Monday.com (not just using boards created by others); experience in construction, architecture, or trades-adjacent admin.
Technical Skills: Advanced user of Monday.com: board design, statuses, automations, dependencies, dashboards, and basic integrations; able to help architect the company's overall setup and train others; comfortable with Google Workspace (Gmail, Calendar, Drive, Meet), QuickBooks Online (basic AR/AP work), and learning new software (FileMaker training provided); familiarity with plan-set organization and tools like eTakeoff is strongly preferred; willing and eager to use AI daily to speed up high-quality work. Confident user of AI tools (e.g., ChatGPT) for drafting, summarizing, and improving workflows.
Core Competencies: English fluency (C1+), crisp writing, and confident, professional communication; strong organizational rigor: prioritization, follow-through, and excellent attention to detail (numbers and names must be correct); high-ownership mindset: anticipates needs, asks smart questions, and drives items to completion; growth mindset with the ability to track with a fast-thinking leader: comfortable catching unexpected ideas, expanding and structuring them, and turning them into prioritized, actionable workflows in Monday.com.
Work Setup & Location: Reliable home office: stable high-speed internet, quiet workspace, and consistent power; able to work daily morning overlaps with Pacific Time; remote role for candidates currently residing in Colombia (ideally Bogotá); comfortable using WhatsApp, Zoom, and company-provided tools (such as Google Voice) for calls within the U.S.
What Success Looks Like
- Both Executive Assistant and President start each day with a clear, prioritized plan, a manageable inbox, and visible top priorities.
- Monday.com boards are well-designed, easy to use, and consistently updated
- The President's ideas are consistently captured, organized, and converted into structured projects and step-by-step action plans, with visible progress toward company growth goals.
- Meetings are well-prepared and well-followed-through: agendas ready in advance; notes, decisions, action items captured and assigned with deadlines in Monday.com.
- Invoices and simple bookkeeping items are accurate and on time; outstanding items are tracked and flagged early.
- Information is organized and easy to retrieve, leading to fewer surprises and more proactive updates for the President and leadership team.
- The assistant regularly suggests and implements small 2-Second Lean improvements that make workflows faster, simpler, and clearer for everyone.
- Job Type: Remote role (independent contractor)
- Schedule: Full-time (40 hours/week), 7:00 AM-4:00 PM Pacific Time (overlap with Bay Area mornings)
- Compensation: Highly competitive pay, shared with shortlisted candidates during the interview process.
TileImpact, Inc. is an Equal Opportunity Employer.