Executive Assistant / Operations Coordinator

Hi, my name is Ken. I own a landscaping design and construction company based in California. We are growing quickly and are looking for a full-time Executive Assistant / Operations Coordinator to help support and organize the day-to-day operations of the business.

This is not a basic virtual assistant position. I am looking for someone who is proactive, organized, detail-oriented, and able to help manage multiple parts of the company.

You must be comfortable with phone calls, email s, CRM updates, proposals, scheduling, client follow-up, permits, Google Drive, Canva, CapCut, and basic tracking for jobs, payments, and marketing.

**Responsibilities**

**Sales & Proposal Support**

• Help prepare landscape proposals
• Help prepare design proposals
• Follow up with clients after proposals are sent
• Send email follow-ups
• Update CRM
• Track marketing sources, ad spend, and job profits
  
  

**Client Communication**

• Answer phone calls
• Follow up with clients
• Help manage client communication
• Manage calendar and scheduling
• Cold call designers, architects, and builders
  
  

**Design & Designer Support**

• Coordinate with designers
• Help organize design content, photos, videos, and files
  
  

**Project Management Support**

• Track active projects
• Update weekly reports
• Track job costs, overhead, and profit
• Organize jobsite photos and videos
• Help keep projects organized from start to finish
  
  

**Payment & Admin Tracking**

• Track payments
• Track change orders
• Track profit and overhead
  
  

**Permit Support**

• Help file construction permit applications
• Help organize permit documents
  
  

**Marketing & Social Media**

• Create content and edit videos with CapCut
• Post content on TikTok, Instagram, and YouTube
• Organize and edit photos, videos, and design content
  
  

**Requirements**

• Strong English speaking and writing skills
• Professional phone communication skills
• Reliable internet connection
• Strong organizational skills
• Available Monday through Friday during California business hours
• Able to work independently without being reminded every day
• Fast response time during working hours
• Experience with Google Drive, Gmail, Google Calendar, Canva, CapCut, and CRM software
• QuickBooks experience is a plus
  
  

I am looking for someone who takes initiative. I do not want someone who only waits for instructions. I need someone who can help organize the business, find problems, suggest improvements, and help create better systems.

To Apply, Please Send

• Resume or previous work experience
• Voice recording introducing yourself
• Video recording explaining your background and work experience
• Expected hourly rate
• Your working hours and availability
• Tools you have used before, such as CRM, Google Calendar, Gmail, Canva, CapCut, QuickBooks, etc.
  
  

Please Answer These Questions

• Can you work during California business hours?
• Do you work for multiple companies, or would you be dedicated to 1 company?
• If I am at a client’s house at 10 AM and send you photos, measurements, and voice notes, how quickly could you have a draft proposal ready for me?
• What would you do in the first 30 days to help me save time?
• Are you comfortable making cold calls to designers, architects, and builders?
• Are you comfortable answering phone calls with clients?
• Are you willing to do a paid trial task before hiring?
• Can you work without being reminded every day?
• How would you follow up with a client who has not responded after receiving a proposal?
• Why would you be a good fit for this position?
  
  

Thank you,

Ken