Executive Assistant Tech Systems Transition Operations

Brush Strokes Quality Painting

Executive Assistant (Tech Systems Transition + Operations)

Location: Remote (Company based in the U.S.)

Keep Ops Clean. Own the Systems Transition. Build Better Workflows.

Brush Strokes Quality Painting is a commercial and industrial painting contractor serving Augusta and the broader CSRA (Georgia + portions of South Carolina). We run on strong systems, clear accountability, and a "do life together" team culture.

Were hiring an Executive Assistant whos not just admin support -- youre part ops coordinator, part systems wrangler. Your biggest priority will be helping us execute a major software transition into JobTread (and making sure it actually sticks). If youve supported migrations before (CRM, project management, estimating, accounting) and youre comfortable getting technical--cleaning data, building workflows, writing SOPs, and occasionally using light scripting/automation--youll stand out fast.

Youll be trained on JobTread. Your job is to help us implement it well.

Our Core Values

• Servanthood -- We serve clients, teammates, and partners with humility and professionalism.
• Integrity -- We do whats right, even when it costs us.
• Chain Breaker -- We grow, improve, and build better patterns--personally and professionally.
• Go Getter -- We take initiative, follow through, and get results.
  
  

To thrive here, you need to genuinely align with and live out these values.

What This Role Looks Like

• This is not a "wait for instructions" assistant role.
• Youll own follow-through, keep leadership unburied, and make sure operations and systems dont drift into chaos.
• Youll manage calendars/inboxes, keep trackers current, keep files organized, and ensure job documentation is tight.
• Your real leverage comes from systems: migrating into JobTread, standardizing workflows, cleaning/structuring data, and creating documentation so the team adopts the new system confidently.
  
  

Key Responsibilities (Executive Assistant + Tech Operations Support)

• Calendar + meeting coordination (scheduling, confirmations, reminders, notes, action items)
• Inbox support (prioritization, draft replies, thread tracking, follow-ups, closing loops)
• Maintain clean digital files (projects, vendors, contracts, job docs, receipts, photos)
• Build and maintain trackers (tasks, deadlines, AR follow-up, paperwork status, punch items)
• Prepare/admin documents (proposals, forms, letters, spreadsheets, meeting notes)
• Support job admin workflows (sub paperwork, COIs, compliance docs, client documentation)
• Coordinate routine tasks (vendor calls, confirmations, follow-ups, appointment setting)
• Create structure (checklists, recurring task systems, naming conventions, documentation)
  
  

Systems Transition + Tech Support (JobTread Implementation Focus)

• Own the operational side of the JobTread rollout (timeline, task lists, training cadence, adoption tracking)
• Clean and standardize data before migration (contacts, companies, projects, templates, documents, tags, naming rules)
• Import/organize information into JobTread and enforce consistency
• Build workflows inside JobTread (statuses, templates, task automation, standard checklists, forms)
• Create SOPs and "how-to" guides (screenshots + short walkthroughs)
• Track issues/bugs/edge cases, document solutions, and communicate progress clearly to leadership
• Standardize "the way we work" so JobTread becomes the system of record (not optional)
  
  

Light Automation / Occasional Coding (Nice-to-Have, Strong Bonus)

• Build small automations using tools like Zapier/Make (or Google Apps Script)
• Use basic scripting (Python/JS) for data cleanup, CSV formatting, deduping, and migration prep
• Create simple QA checks to catch broken imports, missing fields, inconsistent naming, or incomplete records
• Maintain a clean "systems playbook" so improvements are repeatable and trainable
  
  

What Were Looking For

• 2+ years as a VA, Executive Assistant, Operations Assistant, or admin support professional
• Strong follow-through and attention to detail (you dont drop the middle)
• Clear, calm, proactive communication (written and verbal)
• High comfort with tech and learning new platforms fast
• Strong organization habits (clean files, reliable trackers, consistent naming/documentation)
• Experience supporting construction/trades/project-based businesses (plus)
• Experience executing software transitions (major plus)
• Comfort with spreadsheets + structured data (imports/exports, CSVs, field mapping)
• Familiarity with Google Workspace and QuickBooks Online (plus)
• Familiarity with JobTread, Procore, CoConstruct, Avetta, ISNetworld (plus, trainable)
• Bonus: automation tools (Zapier/Make) or light scripting (Apps Script / Python / basic JS)
  
  

What Success Looks Like

• Leadership feels unburied and can focus on execution
• Nothing slips: follow-ups happen, deadlines hold, and documentation stays clean
• Files and job data are organized, standardized, and easy to find
• The JobTread rollout feels controlled, documented, and adopted company-wide
• The system doesnt just get installed -- it becomes how we operate
  
  

Compensation

• $7 to $10 per hour, based on experience.
  
  

Brush Strokes Quality Painting is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, marital status, genetic information, military status, or any other protected characteristic under federal, state, or local law. We provide reasonable accommodations for applicants and employees as required by law.

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