Executive Assistant

We are looking for a highly reliable, organized, and proactive Executive Assistant / Operations Coordinator to serve as the owner's right-hand person. This role is ideal for someone who can help manage day-to-day operations across multiple areas of the business, including client communication, scheduling, estimating support, job coordination, parts runs, invoicing, follow-ups, and general administrative support. This is not a typical desk-only assistant role. The right person will be comfortable handling office tasks, communicating professionally with clients, coordinating field work, and occasionally going out to job sites, estimates, suppliers, or client meetings as needed. Key Responsibilities Client Communication Answer and respond to calls, texts, and emails from clients. Schedule estimates, service calls, and follow-up appointments. Communicate appointment times, pricing updates, job status, and next steps. Maintain a professional and helpful tone with customers at all times. Help collect information from clients before estimates or jobs. Scheduling & Calendar Management Manage the owner's calendar and daily schedule. Coordinate appointments, estimates, service calls, meetings, and reminders. Help prioritize tasks and keep projects moving. Confirm appointments with clients and team members. Adjust scheduling when emergencies, delays, or changes come up. Field & Estimate Support Attend estimates or job walks when needed. Take notes, pictures, measurements, and client requests. Help prepare estimate details and organize job information. Deliver materials, tools, or parts to job sites as needed. Pick up supplies from vendors, stores, or warehouses. Administrative & Business Support Prepare invoices, collect payments, and help with charging clients. Track job details, customer information, and outstanding balances. Assist with basic bookkeeping organization, receipts, and expense tracking. Follow up on unpaid invoices, open estimates, and pending client decisions. Help organize documents, photos, contracts, permits, and job records. Operations Support Help coordinate between clients, field workers, subcontractors, vendors, and the owner. Keep track of materials needed for upcoming jobs. Assist with ordering or sourcing parts. Monitor tasks that need follow-up and make sure nothing falls through the cracks. Help improve systems, processes, checklists, and communication. Personal Executive Support Act as a trusted right-hand assistant for the owner. Help manage competing priorities across multiple businesses or projects. Handle sensitive information with discretion. Anticipate needs and take initiative without needing constant direction. Keep the owner organized, on schedule, and focused on high-value work. Ideal Candidate The ideal person is dependable, sharp, organized, and willing to jump in wherever needed. They should be comfortable wearing multiple hats and working in a fast-moving environment where priorities can change quickly. Qualifications Strong communication and customer service skills. Excellent organization and follow-through. Comfortable using phone, email, text, calendar apps, and basic office software. Ability to take clear notes and keep detailed records. Professional appearance and demeanor when meeting clients. Valid driver's license and reliable transportation. Ability to run errands, pick up parts, and visit job sites as needed. Comfortable working independently and making judgment calls. Trustworthy, discreet, and dependable. Experience in construction, electrical, trades, real estate, operations, or administrative support is a plus but not required. Preferred Skills Scheduling or dispatching experience. Familiarity with invoices, estimates, and payment collection. Basic understanding of tools, materials, or trade-related work. Ability to use apps such as Google Calendar, Gmail, QuickBooks, Housecall Pro, Jobber, ServiceTitan, or similar software. Comfortable taking photos, documenting job details, and organizing information digitally. Compensation Compensation will depend on experience, reliability, and ability to take responsibility. This position has room to grow for someone who becomes a key part of the business and can help manage operations more independently over time. Work Environment This role may include a mix of office/admin work, remote communication, driving to local suppliers, visiting job sites, assisting with estimates, and helping coordinate active projects. Flexibility and a problem-solving mindset are important. Summary We are looking for someone who can become a trusted right-hand person to the owner — someone who can help manage the details, communicate with clients, coordinate jobs, solve problems, and keep the business moving forward.

Pay:

$40,000.00 - $50,000.00 per year

Benefits:

Employee discount Flexible schedule Health insurance Paid time off Application Question(s): Do you have your own transportation?

Work Location:

In person