Executive Assistant (Executive Operations Admin Track)

Executive Operations Admin

Double Time Garage Doors | Remote

Double Time Garage Doors is a home service company based in the Northeast U.S., and we’re looking for an Executive Operations Admin to work directly with the owner and help keep the business running smoothly day to day.

This role exists for one simple reason: to reduce chaos and keep things moving.

You’ll be closely involved in operations, communication, and follow-through across the business. If something touches more than one area, chances are you’ll be helping to own it. You’ll answer phones, manage inboxes, track projects, follow up with clients and vendors, and make sure important things don’t slip through the cracks.

On slow days, we don’t sit around waiting. We look for ways to create momentum.

This role is a great fit for someone who:

Is comfortable working independently without being micromanaged

Communicates confidently with clients, vendors, and teammates

Can balance structure and execution

Takes initiative instead of waiting for instructions

Is interested in growing into a more senior operations role over time

Core Responsibilities
Frontline Communication (Non-Negotiable)

Answer inbound phone calls live during business hours (9–5 Eastern)

Handle customer inquiries professionally and confidently

Schedule, route, escalate, or resolve calls without hand-holding

Help decide when calls should be answered live vs. handled by our AI system (Housecall Pro Assist)

Inbox, Follow-Ups & Coordination

Manage the owner’s inbox and outgoing communications

Stay on top of follow-ups with:

Clients

Vendors

Agencies

Internal team members

Make sure nothing stalls or disappears without visibility

Operations & Project Ownership

Maintain a clear, up-to-date list of active projects

Track progress, blockers, and next steps

Push projects forward without needing constant direction

Improve organization and documentation over time

Help build and maintain SOPs so work is repeatable and accountable

Reporting & Business Awareness

Provide clear daily or end-of-day updates

Track basic indicators like leads, follow-ups, and vendor activity

Flag early if the month looks strong or slow

Monitor vendor and agency performance and report honestly

Initiative on Slow Days

When phones are quiet, you create value:

Draft or assist with simple Facebook or Instagram posts or ads

Pull follow-up lists and call past clients

Promote tune-ups or outstanding opportunities

Identify small improvements that move the business forward

Waiting for instructions is not considered success in this role.

Authority & Boundaries

You’ll have the freedom to:

Schedule and coordinate independently

Communicate on behalf of the owner

Follow up with vendors and agencies

Improve systems and workflows

Push back when something is unclear or low-value

You’ll need approval before:

Spending money

Using company credit cards

Making financial commitments

Hours

15–25 hours per week to start

Flexible schedule with required daily coverage during business hours

Opportunity to grow into 30–40 hours per week as responsibility increases

Skills & Experience
Required

Excellent spoken and written English

Strong phone presence and client-facing communication

Highly organized with strong follow-through

Comfortable working independently

Able to prioritize without constant direction

Confident asking questions and pushing back when needed

Comfortable using tools such as:

Google Workspace

CRM systems (Housecall Pro or similar)

Slack or project management tools

ChatGPT or other AI tools for drafting and organization

Strong Plus

Background in operations, admin, or coordination roles

Basic familiarity with Meta or Google Ads

Canva experience

Experience with VoIP or call routing systems

Financial awareness (tracking, reconciliation, basic reporting)

Who This Role Is For

You like owning outcomes, not just checking off tasks

You notice problems early and take action

You’re comfortable being visible and accountable

You enjoy bringing order to moving parts

You want to grow into a senior operations role

Who This Role Is NOT For

You avoid answering phones

You wait to be told what to do next

You need constant reassurance or micromanagement

You dislike structure, reporting, or accountability

You’re looking for a quiet, behind-the-scenes-only admin role

What Success Looks Like

Inbox and communications feel calm and under control

Phones are answered consistently and professionally

Follow-ups happen without reminders

Projects move forward visibly

The owner feels lighter, not busier

You operate with trust, clarity, and autonomy