Job Overview
We are seeking a flexible on hours, dynamic and highly organized Business Administrator / Executive Assistant to support our CEO for a reputable local Tree Business, and Roofing & Exteriors company. This vital role combines comprehensive administrative support with business management responsibilities, ensuring smooth daily operations and strategic project execution. The ideal candidate will thrive in a fast-paced environment, demonstrating exceptional organizational skills, technical proficiency, and a proactive approach to managing complex schedules and business tasks. This position offers an exciting opportunity to contribute to the growth and success of a forward-thinking organization while developing your professional expertise.
Responsibilities
- Managing a CRM of your choice, ensuring no jobs are lost 'through the cracks' that have been estimated and not closed.
- Following up with insurance companies requesting payment for services rendered (This can require you to be a bit feisty as we can receive push back from insurance companies however, due to the insured's policy language, we have the right to receive compensation for our services and we can provide them with comparable invoices paid from their same company for similar work provided)
- On Exteriors repairs, submitting 'Certificate of Completion' paperwork and requesting funds to be released from insurance company upon us providing proof of completed work.
- Planning marketing ideas for earning new clients in current clients’ neighborhood(s). - I have several ideas for this that need to be noted and executed.
- Helping design my office space downtown making it a real ‘office’ for a professional business.
- Uploading images to Facebook marketplace for equipment that is sitting and needs listed and sold.
- Manage and coordinate the CEO’s calendar, including scheduling meetings, appointments, and business travel arrangements using tools like Microsoft Outlook Calendar and Google Workspace.
- Provide executive administrative support by preparing correspondence, reports, presentations, and proofreading documents with precision.
- Organize and facilitate company events, meetings, and conferences from planning stages to execution, ensuring seamless logistics and effective communication.
- Handle internal communication channels efficiently to keep teams informed and aligned on key initiatives.
- Oversee office management duties such as filing, data entry, maintaining office supplies, front desk responsibilities, multi-line phone systems, and managing confidential information with discretion.
- Assist with bookkeeping tasks using QuickBooks or similar software, including invoicing, expense tracking, and basic financial record keeping.
- Coordinate projects across departments by tracking deadlines, preparing status reports, and collaborating with team members to ensure timely completion.
- Prepare business travel itineraries, arrange accommodations, transportation, and handle related documentation like DocuSign agreements.
- Support the CEO with personal assistant duties as needed, including organizing personal appointments or special projects requiring discretion and professionalism.Experience
- Proven experience in an executive administrative role or office management position supporting C-suite executives or senior leadership.
- Demonstrated skills in event planning, project coordination, bookkeeping (preferably with QuickBooks), and office administration.
- Strong proficiency in Microsoft Office Suite (Word, Excel PowerPoint), Google Workspace tools (Gmail, Docs, Sheets), and video conferencing software such as Zoom or Microsoft Teams.
- Excellent typing speed combined with strong writing skills for proofreading documents and transcribing meetings accurately.
- Experience managing calendars with Microsoft Outlook Calendar or similar scheduling tools while handling multiple priorities efficiently.
- Familiarity with business travel arrangements and managing confidential information with integrity.
- Exceptional organizational skills coupled with a proactive attitude toward problem-solving and process improvement.
- Outstanding communication skills—phone etiquette is essential for professional interactions across all levels of the organization.
Join us in this energetic role where your organizational talents will directly impact our company's success! We value dedicated professionals eager to grow their careers while supporting our leadership team in achieving strategic goals through exceptional administrative excellence.
Pay: $18.00 - $40.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Professional development assistance
- Referral program
Work Location: In person
