The Executive Assistant (Permitting & Administrative Operations) is responsible for managing permit applications, coordinating with government agencies, and executing high-detail administrative workflows.

This role is highly operational and requires strong attention to detail, organization, and the ability to manage multiple workflows simultaneously. The position plays a critical role in ensuring permitting processes are completed accurately and on time.

Key Responsibilities

Permit & Application Management (Core Function)

• Complete and submit building permit and zoning applications
• Extract required data from architectural plans, engineering drawings, and databases
• Ensure all applications meet compliance requirements
• Track application progress and maintain status logs
• Identify missing documentation and resolve gaps proactively
• Ensure deadlines and submission timelines are met

Government & Municipal Communication

• Communicate with municipal departments and permitting offices
• Conduct follow-up calls on application status and approvals
• Respond to requests for additional information
• Maintain detailed records of all communications
• Resolve issues related to permitting processes

Administrative Coordination & Email Management

• Manage and organize email communication via Outlook
• Draft and respond to professional correspondence
• Prioritize emails and maintain structured follow-ups
• Coordinate communication between clients, agencies, and stakeholders

Invoice Generation & Data Management

• Compile time entries from Excel tracking sheets
• Apply billing rates and generate invoices
• Ensure accuracy and consistency in financial records
• Maintain organized billing documentation

Task Management & Execution

• Manage multiple applications, deadlines, and workflows
• Track tasks and ensure completion
• Follow up consistently on outstanding items
• Maintain structured task management systems

Document & File Management

• Organize and maintain digital records for permits and client files
• Ensure documentation is accessible and audit-ready
• Maintain structured filing systems

Client & Internal Coordination

• Coordinate between clients, agencies, and internal teams
• Provide updates on application status
• Ensure clear communication across stakeholders

Process Improvement & Systems

• Identify inefficiencies in workflows
• Develop templates, checklists, and repeatable systems
• Improve tracking systems for applications and deadlines

Research & Compliance Support

• Research permitting requirements and municipal processes
• Navigate public records, property databases, and licensing systems

Operational Support

• Support internal workflows and administrative systems
• Assist with ad hoc tasks and coordination needs
• Contribute to overall operational efficiency

Qualifications

Required

• 1–3+ years of experience in administrative, executive assistant, or permitting roles
• Fluent English and Spanish (required)
• Strong proficiency in Microsoft Outlook, Excel, and Word
• High attention to detail
• Strong organizational and multitasking skills
• Ability to work independently with minimal supervision

Preferred

• Experience with U.S. permitting, zoning, or construction processes
• Background in real estate, development, or legal administration
• Familiarity with compliance-driven environments

Typical Work Day

• Review and prioritize emails and tasks
• Complete and submit permit applications
• Follow up with government agencies
• Update tracking systems and documentation
• Generate invoices and manage billing
• Coordinate communication with stakeholders

Typical Workweek

• Monday: Planning and prioritization
• Tuesday–Thursday: Execution (applications, follow-ups, invoicing)
• Friday: Reporting, tracking, and documentation cleanup

Performance Evaluation

Performance is measured based on:

• Accuracy and completeness of permit applications
• Timeliness of submissions and follow-ups
• Effectiveness in communication with agencies
• Accuracy of invoicing and data handling
• Organization of documentation and tracking systems
• Ability to operate independently

Work Environment

Fully remote role South America-based candidates preferred Requires reliable high-speed internet Quiet and professional workspace Availability aligned with U.S. business hours

Software & Tools

Microsoft Outlook Microsoft Excel Microsoft Word Public databases and permitting systems Document management systems

Final Notes

This role is critical to ensuring that permitting processes are executed accurately and efficiently. The Executive Assistant directly impacts operational performance by maintaining structured workflows, timely submissions, and clear communication with all stakeholders.

Success in this role means:

• Accurate and complete permit submissions
• Timely follow-ups and approvals
• Organized documentation and systems
• Strong communication with agencies and clients
• Reliable execution with minimal supervision

About our Client

A U.S.-based firm specializing in zoning, permitting, and entitlement services, working closely with municipal agencies and clients to manage building permit applications and regulatory compliance.

The company operates in a highly structured, compliance-driven environment where accuracy, documentation, and timely communication with government agencies are critical to success.