Executive Assistant & Operations Coordinator

About the Role

We are seeking a dedicated and proactive Executive Assistant and Operations Coordinator to manage the daily operations of a landscaping construction company based in California. This is a crucial role that extends beyond basic administrative tasks, requiring an individual who can independently drive business processes and contribute to organizational improvements.

Responsibilities

• Handle incoming calls and respond to inquiries.
• Contact new leads and follow up with existing clients and past leads.
• Manage and respond to emails and messages promptly.
• Provide clients with updates on project timelines and progress.
• Organize and maintain project-related photos and videos.
• Oversee the CRM system and manage the lead pipeline.
• Assist with the application and follow-up process for necessary permits.
• Manage social media content and posting schedules.
• Create and edit short videos and reels for social media.
• Liaise with the Design team to ensure smooth project flow.
• Draft proposals for client approval.
• Follow up on design progress and proposal statuses.
• Generate simple reports on completed tasks, lead status, and follow-up activities.

Requirements

• Exceptional English speaking and writing proficiency.
• Strong telephone etiquette and communication skills.
• Must have a reliable internet connection.
• Excellent organizational and time management abilities.
• Availability to work Monday through Friday during California business hours.
• Demonstrated ability to work autonomously and take initiative.
• Proficiency in Google Drive, Gmail, Google Calendar, Canva, and CapCut.
• A proactive approach to identifying operational issues and suggesting solutions.
• Willingness to take ownership and drive improvements within the business.

Perks

This is a full-time position with the opportunity to significantly impact the daily operations of a growing company.

Eligibility

Candidates must possess strong English communication skills, be highly organized, and capable of working independently. Experience with specific software and a proactive mindset are essential. Applicants must be available to work during California business hours, Monday to Friday.

Education Required

Not specified

Skills

• Executive Assistance
• Operations Management
• Client Relationship Management
• Lead Generation
• Social Media Management
• Video Editing
• CRM Software
• Project Coordination
• English Proficiency
• Proactive Problem Solving
• Google Workspace
• Canva
• CapCut