Executive Assistant / Assistant Project Manager
Project Coordination - Executive Support - Operations Administration
About Sign Systems
Since 1976, Sign Systems has been helping businesses, healthcare organizations, developers, educational institutions, and national brands bring their projects to life through custom signage solutions. As a third-generation, family-owned company, we manage every aspect of the sign process—from consultation and design to manufacturing, installation, and ongoing service.
At Sign Systems, we believe in doing what we say, building lasting relationships, and delivering projects the right way. Our team works closely with customers, contractors, developers, architects, and business owners to keep projects moving, maintain quality, and meet critical deadlines.
We are looking for an organized, proactive professional who wants more than a traditional administrative role. This position offers the opportunity to become a key member of our operations team, working directly with company leadership while helping coordinate custom sign projects from conception through installation.
Position Summary
The Executive Assistant / Assistant Project Manager serves as a critical support role for company leadership while assisting with the coordination and execution of custom sign projects. This individual will help manage communications, schedules, project documentation, customer interactions, and internal coordination between departments.
The ideal candidate is highly organized, detail-oriented, professional, and capable of managing multiple priorities in a fast-paced manufacturing environment.
Primary Responsibilities
Executive Assistant Responsibilities
- Manage executive calendars, meetings, appointments, and schedules.
- Screen, prioritize, and respond to emails and correspondence.
- Coordinate meetings and prepare meeting materials.
- Assist with company initiatives and special projects.
- Organize digital and physical files and records.
- Follow up on action items and deadlines.
- Support company leadership with day-to-day administrative needs.
- Maintain professionalism and confidentiality in all communications.
Assistant Project Manager Responsibilities
- Assist with managing custom sign projects from order entry through installation.
- Coordinate communication between customers, sales, design, production, permitting, and installation teams.
- Track project schedules and critical milestones.
- Maintain project documentation and job files.
- Schedule site surveys, field measurements, production activities, and installations.
- Assist with permit applications and project documentation.
- Monitor project progress and proactively identify potential delays.
- Follow up with vendors, subcontractors, and customers.
- Help ensure projects remain on schedule and meet customer expectations.
- Provide project status updates to leadership and project managers.
Qualifications
Required
- Strong organizational and time management skills.
- Excellent written and verbal communication abilities.
- High attention to detail.
- Ability to manage multiple projects simultaneously.
- Strong problem-solving skills.
- Professional demeanor and customer service mindset.
- Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
- Ability to work independently while also functioning as part of a team.
Preferred
- Experience in project coordination, project management, executive support, construction, manufacturing, signage, architecture, engineering, or related industries.
- Experience coordinating schedules, vendors, customers, or field operations.
- Familiarity with CRM, ERP, or project management software.
- Associate's or Bachelor's degree preferred but not required.
Desired Traits
We're looking for someone who:
- Takes initiative without being asked.
- Is dependable and follows through on commitments.
- Enjoys solving problems and finding solutions.
- Communicates professionally with customers and team members.
- Thrives in a fast-paced environment.
- Wants to learn, grow, and take on increasing responsibility.
- Can become a trusted extension of company leadership.
What Success Looks Like
Within the first year, this individual will:
- Become a trusted support resource for company leadership.
- Help improve communication and project flow throughout the organization.
- Successfully coordinate multiple active projects simultaneously.
- Build strong relationships with customers, vendors, and team members.
- Develop the skills necessary to grow into larger project management responsibilities.
Pay: $40,000.00 - $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
