Virtual Assistant at The Contractor Consultants - Internal

Company:The Contractor Consultants (TCC)
Role:Virtual Assistant to the CEO
Reports:To Luca Malacrino, Co-Founder & CEO
Location:Fully Remote LATAM-based
Hours:9:00 AM 5:00 PM PST / 10:00 AM 6:00 PM EST (flexibility required when CEO travels to Europe)
Employment Type:Full-Time
Split:70% TCC business 15% personal 15% film
Pay: $8 - $18 per hour

About The Contractor Consultants

The Contractor Consultants (TCC) is the leading recruitment and hiring infrastructure company for the U.S. and Canadian construction industry. Founded in 2022 and fully remote, TCC grew from $0 to $12M+ in annualized revenue in under three years with zero outside capital. We are now executing a full transition to our flagship annual hiring model and have a BHAG of $100M by 2030.

This is a fast-moving company. Things change daily. The CEO is hands-on, ambitious, and running at full speed and this role exists to make sure that speed is never slowed down by what sits in the inbox, the calendar, or the Google Drive.

The Role

We are looking for a top-tier Virtual Assistant based in Latin America to support Luca Malacrino, Co-Founder and CEO of TCC. Deanna, the current Executive Assistant, is transitioning into a recruitment role within the company. Mike Coffone (Chief of Staff) is moving into a specialised strategic role. This VA position is the dedicated operational support layer for the CEO going forward.

This is not an entry-level admin role. You will have access to sensitive company and personal information, manage the CEO's calendar and inbox, coordinate across time zones, and be expected to think one step ahead at all times. The right person has done this before for a founder or executive in a fast-paced environment and is now looking for a role where they can grow alongside a company that is genuinely disrupting an industry.

The role is roughly 50% calendar, inbox, and scheduling and 50% project coordination and follow-up. This balance will shift week to week based on what's in motion.

What You Will Own

Calendar & Inbox Management

• Own the CEO's calendar scheduling, protecting focus time, resolving conflicts, and ensuring all meetings have clear prep notes attached
• Manage the CEO's Gmail inbox: triage, filter, draft simple responses, flag what needs a decision, and keep the inbox clean
• Handle scheduling and confirmations for internal meetings, external calls, advisor sessions, and travel
• Send polite, professional responses to introductions, advisor emails, and simple follow-ups on behalf of the CEO (with clear escalation guidelines)

Organisation & Documentation

• Own the CEO's Google Drive organisation structure, naming conventions, version control, and cleanliness
• Maintain and improve SOPs for recurring tasks; when something breaks or is unclear, propose the fix don't just flag the problem
• Receive task handoffs via Loom or voice note, extract the key actions, and execute without needing to ask twice
• Capture and file transcripts, meeting notes, and action items from tools like Avoma and Claude

Project Coordination & Follow-Up

• Track open items, deadlines, and pending decisions; proactively chase what hasn't been closed
• Use Ninety.io to manage and assign tasks handed down from the CEO
• Coordinate with Mike (Chief of Staff) and other senior team members on tasks that span multiple workstreams
• Support business travel planning research, logistics, and confirmations with full execution after initial alignment

AI-Assisted Work

• Use Claude daily: process transcripts, draft documents, organise information, and prepare materials for the CEO
• Maintain and update the CEO's Claude project with new information as directed
• Comfortable running tasks through LLMs independently you should be able to set up and manage your own AI workflow

Personal & Film Support (30%)

• Handle personal scheduling, appointments, and admin on behalf of the CEO
• Support Luca's film projects with coordination, document prep, and communication as directed

What We're Looking For

Must-Have

• Minimum 35 years supporting a founder, CEO, or C-suite executive at a fast-paced company
• Exceptional written English you will be communicating on behalf of the CEO with advisors, partners, and senior stakeholders
• Strong working knowledge of AI tools, specifically LLMs (Claude, ChatGPT) you must be able to use these independently, not just follow instructions
• Google Suite proficiency: Gmail, Calendar, Drive, Docs, Sheets
• Slack as your primary communication tool
• Organised to a fault you don't wait to be reminded, and things don't fall through the cracks
• Career-minded: you are here to grow, learn, and build a track record not just complete tasks
• Available 9:00 AM 5:00 PM PST / 10:00 AM 6:00 PM EST, with flexibility when the CEO travels

Nice to Have

• Experience building simple AI bots, workflows, or Claude projects
• Canva or basic design skills for team presentations and materials
• Familiarity with Avoma, Ninety.io, or similar tools
• Experience supporting across multiple workstreams (business + personal + creative)

This Role Is Not For You If...

• You prefer to wait for detailed instructions before acting
• You have only worked in general admin roles without direct executive exposure
• You make the same mistake more than twice our pace doesn't allow for repeated corrections
• You are looking for a routine, predictable workday

All shortlisted candidates are required to submit a self-recorded video before any interview takes place. No resume alone will move a candidate forward. This is the first filter and it is intentional. The video tells us in 3 minutes what a CV cannot: how you communicate, how you think on your feet, and whether you have the presence and confidence this role demands.