[Hiring] Executive Assistant @Inside Out Hiring

Role Description

The Executive Assistant will serve as the right hand to the owner, supporting both business and personal tasks with a strong emphasis on organization, execution, and process improvement. This role is perfect for someone who enjoys working in dynamic environments, solving problems, and building systems from the ground up.

• Manage the owner’s calendar, appointments, and daily schedule
• Assist with task prioritization and daily planning
• Provide real-time support via chat or text throughout the workday
• Handle general administrative tasks and documentation
• Create and maintain spreadsheets for job estimates and project tracking
• Organize data related to jobs, materials, and timelines
• Assist in improving templates for quoting and reporting
• Ensure accuracy and consistency across all business data
• Help organize ongoing and upcoming jobs, including scheduling and logistics
• Track project progress and improve operational visibility
• Identify inefficiencies and suggest workflow improvements
• Support the implementation of CRM and project management systems
• Track payments, outstanding balances, and financial data
• Assist with implementing and managing QuickBooks
• Support adoption and optimization of platforms like Jobber
• Build and support automations using Zapier
• Utilize AI tools such as ChatGPT or Claude to improve workflows
• Help implement systems that improve scalability and efficiency
• Continuously look for ways to reduce manual work through automation
• Communicate with clients and vendors when needed
• Maintain a professional and clear communication style in English
• Represent the business professionally in both written and verbal interactions

Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, or similar administrative role
• Strong proficiency in Microsoft Excel, Word, Outlook, and Google Workspace
• Experience managing calendars, scheduling, and executive support
• Hands-on experience with Zapier or similar automation tools
• Familiarity with AI platforms like ChatGPT or similar tools
• Excellent written and spoken English with a neutral accent
• Strong organizational skills and exceptional attention to detail

Requirements

• Experience in construction, landscaping, home improvement, or related industries
• Familiarity with QuickBooks and financial tracking
• Experience using Jobber or similar CRM/project management platforms
• Bilingual in English and Spanish
• Experience supporting small businesses or owner-operated companies
• Background in systems setup and operational workflow improvement

Personality Traits

• Proactive and solution-oriented with strong critical thinking skills
• Highly organized and capable of managing multiple priorities independently
• Resourceful and confident figuring things out with minimal direction
• Personable and engaging with strong interpersonal skills
• Adaptable and comfortable in a fast-paced, evolving environment
• Curious and eager to learn and grow within the role
• Takes ownership and actively looks for ways to add value