TileImpact, Inc.

Virtual Executive Assistant

Applications must include a resume in English. Only English-language resumes will be reviewed.

Location:
Remote (based in Bogotá, Colombia; Independent Contractor supporting 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

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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).

7. 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.

8. Confidentiality: Handle sensitive business information with discretion and professionalism at all times.

Qualifications

Education:
Bachelor's degree (título cualificado / pregrado universitario) or equivalent. C+ E

📌 Executive Virtual Support (Bogotá)
🏢 TileImpact
📍 Bogotá