Executive Assistant & Operations Coordinator

Company

Confidential Client (Flooring & Remodeling Company)

Salary / Compensation

• $1,600 – $1,800 per month

Overview / Job Description

Confidential Client (Flooring & Remodeling Company) is a growing home improvement company specializing in flooring and remodeling services. As the business scales, leadership is focused on improving operational efficiency, customer communication, scheduling, and internal coordination.

The Executive Assistant & Operations Coordinator will support leadership by managing calendars, communication, scheduling, and operational workflows. This role is highly organizational and execution-focused, requiring strong attention to detail, proactive thinking, and the ability to coordinate multiple moving parts across teams, customers, and vendors. The position plays a key role in improving structure, efficiency, and day-to-day operational management.

Responsibilities

Executive & Administrative Support

• Manage calendars, scheduling, meetings, and reminders
• Organize inboxes and handle follow-ups and communication tracking
• Assist leadership with prioritization and daily task organization
• Support documentation, reporting, and administrative workflows

Operations & Workflow Coordination

• Coordinate appointments, schedules, and operational timelines
• Track ongoing projects, tasks, and deadlines
• Communicate with customers, vendors, subcontractors, and internal teams
• Support operational structure and workflow consistency

CRM & System Management

• Maintain accurate records in Odoo and internal systems
• Assist with customer records, invoicing coordination, and tracking
• Ensure operational data and workflows are consistently updated
• Support system organization and administrative accuracy

Customer Communication Support

• Follow up with customers regarding scheduling and project updates
• Maintain professional, timely communication across channels
• Ensure customer interactions are properly documented and tracked
• Support smooth customer experience through coordination and follow-ups

Requirements

Experience

• 2+ years of experience in executive assistant, administrative support, or operations coordination roles
• Experience supporting leadership in fast-paced environments preferred
• Experience working with CRM or ERP systems preferred
• Experience in operations-heavy or service-based industries is an advantage

Skills & Competencies

• Strong organizational and time management skills
• Excellent written and verbal English communication
• High attention to detail and accuracy
• Strong multitasking and prioritization abilities
• Proactive and problem-solving mindset
• Ability to work independently with minimal supervision
• Strong follow-through and accountability
• Comfortable working across multiple stakeholders (customers, vendors, internal teams)

Technical Skills

• Odoo (preferred)
• Google Workspace
• Slack
• CRM systems
• QuickBooks (preferred)
• Calendar and scheduling tools
• Basic administrative and reporting tools

Candidate Profile

You SHOULD Apply If

• You are highly organized and enjoy managing multiple tasks at once
• You excel at keeping systems, schedules, and communication structured
• You are proactive and can anticipate needs without constant direction
• You enjoy supporting leadership and improving operational efficiency
• You are comfortable working in fast-paced, multi-stakeholder environments
• You are detail-oriented and reliable in execution

You Should NOT Apply If

• You struggle with multitasking or handling shifting priorities
• You prefer highly specialized or technical roles
• You are not comfortable managing communication across multiple channels
• You have limited experience in administrative or operations support roles
• You prefer independent work with minimal coordination responsibilities

Other Information

Work Schedule

• Full-time contract role
• Fully remote (global)
• Must work U.S. business hours (9 AM – 5 PM EST)

Additional Benefits / Highlights

• Opportunity to work closely with company leadership
• High-impact role in improving business operations
• Exposure to CRM and operational systems
• Remote flexibility
• Fast-paced and growth-oriented environment
• Opportunity to build structure and efficiency in a scaling company
• Strong visibility into business operations and decision-making

Application Process

• Complete application form
• Submit recorded video showcasing skills and experience