We are seeking a highly organised and proactive Executive Assistant (EA) to support the client and the operations team. This role is ideal for someone who thrives in a fast-paced, multi-faceted environment and enjoys managing both administrative and field-related responsibilities. The EA ensures that leads, client communication, materials, and strategic projects run smoothly, allowing James to focus on installs, sales, and leadership.

Serve as the first responder for all incoming leads (Jobber, website, calls, email).

Respond within 5 minutes with available meeting times.

Book appointments directly into Jobber calendar.

Fill intake sheets with project details before the clients meetings.

Source, order, schedule, and track all materials.

Maintain a live “Materials Tracker” updated daily with ETAs, backorders, and delivery times.

Prepare a daily briefing for James including site schedule, missing or late materials, and client/site notes.

Manage office and field calendars.

Block days as either Field Time (install, crew leadership, quality checks) or Sales/Admin Time (consults, estimates, proposals, leadership).

Prevent double-booking and maintain balance between field and client-facing work.

Draft and send client updates (e.g., materials ordered, expected delivery).

Escalate only when decisions or in-person visits are required.

Maintain a Client Log to ensure James is fully briefed before meetings or site visits.

Weekly check of website forms and SEO reports.

Track Instagram post cadence and email campaign activity.

Provide weekly 1-page executive summaries covering leads, site issues, deadlines, and grant opportunities.

Grants & Funding: Research, flag deadlines, draft paperwork.

Red Seal Challenge: Create step-by-step prep plans, gather forms, book test dates.

Apprenticeship Program: Build checklists and onboarding trackers for new hires.

Monday AM Alignment (30 min): Review priorities, field schedule, client pipeline.

Daily Brief (10 min): Quick check-in to summarize essential info.

Friday Wrap-Up: Review wins, pending issues, and next week’s schedule.

100% of leads responded to within 5 minutes.

90% of appointments booked within 24 hours.

95% of materials delivered on-site before needed.

Inbox at zero daily; James spends <30 min/day in email.

Flag at least 1–2 grant/funding opportunities per month.

Weekly reports delivered on time.

3–5 years of experience as an Executive Assistant, Project Coordinator, or similar role.

Strong organisational, time management, and client communication skills.

Comfortable managing multiple priorities across administrative and field operations.

Experience with scheduling tools (Jobber or similar) and Google Workspace.

Proactive problem-solving skills and attention to detail.

Ability to work independently while maintaining alignment with leadership.

$800 - $1,100 a month

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM