Executive Assistant Job ID PHITIA1

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🚀 WE’RE HIRING: Executive Assistant

📌 JOB TITLE: Executive Assistant

🆔 JOB ID: PHITIA1

🏭 INDUSTRY: Residential/Commercial Fencing Provider

🌍 LOCATION: LATAM / PH / South Africa / Egypt

💼 JOB STATUS: Full Time

🕒 WORK SCHEDULE: Monday to Friday, 8am to 5pm / 9am to 6pm (PST)

💰 SALARY: $7 - $10 per hour

⚡ TARGET START DATE: ASAP

🎯 Role Overview

🏡 About the Client

• Our client is a premier residential and commercial fencing provider serving the high-demand markets of the Pacific Northwest.
• Known for elite craftsmanship, security, and durability, the company prioritizes quality control by relying on a dedicated in-house team rather than subcontractors.
• Led by a growth-minded owner who values the “measure twice, cut once” mentality, the company has built a strong reputation for:
• Transparency
• Exceptional service
• Long-lasting workmanship
• The business is currently experiencing a high-growth phase and is transitioning from an owner-operated model to a structured, team-based organization.
• They are seeking a key administrative partner who will serve as the “back-office engine”, enabling leadership to focus on scaling operations and strengthening team culture.
• This is a unique opportunity to join an expanding service-based company at a foundational level and help build the administrative department from the ground up.

💼 About the Role

• As the Executive Administrative Assistant to the Owner, your mission is to become the “back-office engine”that keeps operations running smoothly.
• You will take ownership of high-volume communications and administrative tasks, allowing the Owner to shift from a “computer-based operator” to a “team-based leader.”
• You will serve as the primary point of contact between:
• Directors
• Clients
• Vendors
• Your work ensures no email, request, or order falls through the cracks.

🔑 Key Responsibilities

📧 Inbox & Communication Management

• Act as the primary gatekeeper for the Owner’s email
• Monitor, prioritize, and respond to communications between directors and external partners

📊 CRM Mastery (Housecall Pro)

• Serve as the internal expert for Housecall Pro
• Join the user community
• Stay updated on new feature releases
• Proactively implement improvements to optimize team workflows

📈 Sales & Executive Reporting

• Coordinate with the Sales Director to generate weekly and monthly reports
• Track key metrics including:
• Total revenue
• Close ratios
• Lead sources

👕 Team & Culture Logistics

• Manage company apparel and merchandise
• Sourcing
• Sizing
• Ordering for the field team
• Coordinate team events
• Manage RSVPs
• Send calendar invites for all-hands meetings

📅 Operational Coordination

• Manage the Owner’s calendar
• Schedule meetings
• Assist with material orders or service requests to keep projects moving on schedule

📚 SOP Documentation

• Work with the Owner to document workflows
• Create Standard Operating Procedures (SOPs) for the administrative department as the company scales

🤝 Business Partner Liaison

• Occasionally assist the Owner’s business partner with high-priority administrative tasks

🧠 Qualifications & Skills

💻 Software Proficiency

• Expert-level use of Google Workspace:
• Gmail
• Calendar
• Drive
• Sheets

🗂 CRM Experience

• Experience with Housecall Pro preferred
• Similar service-based CRMs are also highly valued:
• Jobber
• ServiceTitan

📊 Reporting Skills

• Ability to pull data and organize it into clear, easy-to-read reports for leadership

🔐 High Integrity

• Experience handling sensitive business documents
• Strong understanding of permission-based access

💬 Communication

• Exceptional written and verbal English skills
• Ability to mirror the brand’s professional yet approachable tone

⭐ Ideal Candidate Profile

🛡 The “Buffer”

• You solve problems before they reach the Owner’s desk
• You can distinguish between “urgent” and “important.”

📚 Proactive Learner

• You take initiative to learn new software updates
• You find documentation and help educate the team

🔍 Detail-Obsessed

• You live by the “measure twice, cut once” mentality
• You double-check details in merch orders, reports, and operations

📈 Growth-Minded

• You are excited to become the first hire in this department
• You want to build systems and processes that will support the next 10 hires

✨ If you’re a proactive, detail-oriented professional who thrives in building systems and supporting leadership—this is your opportunity to make a real impact in a fast-growing company. Apply now!