Executive Assistant / Sales & Operations Coordinator

Executive Assistant / Sales & Operations Coordinator
20–30 Hours Per Week (Part-time) | Virtual

This role supports the executive team by organizing communication, managing sales activity, maintaining clean systems, and assisting with operational workflows. The overall goal is to protect leadership time, maintain structure, and help drive growth by ensuring nothing falls through the cracks.

KEY RESPONSIBILITIES

1. Executive Scheduling & Priority Management

• Fully manage executive calendars and scheduling tools (e.g., Calendly).
• Protect focus time and handle general inquiries via email and Meta.
• Prepare weekly summaries and priority lists outlining key tasks, deadlines, and follow-ups.

2. Communication & Inbox Management

• Maintain an organized inbox using tags, folders, and structured communication systems.
• Draft and send professional emails to designers, contractors, vendors, and partners.
• Record call summaries and track action items to ensure completion.
• Create branded documents, templates, and marketing assets in Canva.

3. Sales Pipeline Support & Lead Generation

• Update CRM systems (e.g., Zoho Begin) and maintain contractor/designer trackers.
• Perform cold outreach via email, direct messages, and social channels.
• Monitor local Facebook groups for leads and respond promptly.
• Add new contacts to outreach spreadsheets and schedule follow-ups consistently.

4. Lead Follow-Up & Nurturing

• Run structured follow-up sequences after sending quotes (3, 7, 14, 30 days).
• Provide clarifications, resources, and next steps as needed.
• Track inactive or drifting leads and re-engage them proactively.

5. Commercial Project Pre-Screening

• Review drawings/specs for material types, cabinet details, and special project conditions.
• Ensure no specified cabinet manufacturers restrict bidding opportunities.
• Check for AWI QCP requirements and verify necessity with general contractors if unclear.
• Request material pricing from approved vendors and maintain documentation.

6. Operations & JobTread Support

• Track materials, labor, and vendor invoices within JobTread.
• Support job costing processes and maintain accurate documentation.
• Note: No QuickBooks access required; financial entry is handled internally.

7. SOP & Workflow Development

• Build SOPs, checklists, and flowcharts in Lucidchart based on leadership guidance.
• Maintain organized SOPs across sales, production, installation, inventory, and administration.

• Proven experience as an Executive Assistant, Sales Coordinator, Operations Assistant, or similar support role
• Strong experience managing executive calendars, inboxes, and priorities with minimal supervision
• Comfortable working with CRM tools (Zoho, HubSpot, or similar) and maintaining clean pipelines and trackers
• Experience with sales support and lead follow-up, including cold outreach via email and social platforms
• Strong written English skills with the ability to draft clear, professional emails and messages
• High attention to detail and strong follow-through—able to track tasks, deadlines, and action items reliably
• Experience creating or maintaining SOPs, checklists, or workflows is an advantage
• Highly organized, proactive, and able to work independently in a remote setup
• Availability to work 20–30 hours per week with some overlap in U.S. business hours

WHAT WE OFFER

• Remote work schedule (20 - 30 hrs/week)

SUCCESS INDICATORS

• Executives spend more time on sales, strategy, and leadership—with fewer administrative demands.
• Inbox, CRM, and operational systems remain organized with consistent follow-ups.
• Commercial projects are clearly pre-qualified before quoting.
• SOPs and workflows are streamlined, accessible, and consistently used.
• The business operates with improved structure, responsiveness, and professionalism.