Executive Assistant / Operations Coordinator

Hi, my name is Ken. I own a landscaping design and construction company based in California. We are growing quickly and are looking for a full-time Executive Assistant / Operations Coordinator to help support and organize the day-to-day operations of the business.

This is not a basic virtual assistant position. I am looking for someone who is proactive, organized, detail-oriented, and able to help manage multiple parts of the company.

You must be comfortable with phone calls, emails, CRM updates, proposals, scheduling, client follow-up, permits, Google Drive, Canva, CapCut, and basic tracking for jobs, payments, and marketing.

**Responsibilities**

**Sales & Proposal Support**
• Help prepare landscape proposals
• Help prepare design proposals
• Follow up with clients after proposals are sent
• Send email follow-ups
• Update CRM
• Track marketing sources, ad spend, and job profits

**Client Communication**
• Answer phone calls
• Follow up with clients
• Help manage client communication
• Manage calendar and scheduling
• Cold call designers, architects, and builders

**Design & Designer Support**
• Coordinate with designers
• Help organize design content, photos, videos, and files

**Project Management Support**
• Track active projects
• Update weekly reports
• Track job costs, overhead, and profit
• Organize jobsite photos and videos
• Help keep projects organized from start to finish

**Payment & Admin Tracking**
• Track payments
• Track change orders
• Track profit and overhead

**Permit Support**
• Help file construction permit applications
• Help organize permit documents

**Marketing & Social Media**
• Create content and edit videos with CapCut
• Post content on TikTok, Instagram, and YouTube
• Organize and edit photos, videos, and design content

**Requirements**
• Strong English speaking and writing skills
• Professional phone communication skills
• Reliable internet connection
• Strong organizational skills
• Available Monday through Friday during California business hours
• Able to work independently without being reminded every day
• Fast response time during working hours
• Experience with Google Drive, Gmail, Google Calendar, Canva, CapCut, and CRM software
• QuickBooks experience is a plus

I am looking for someone who takes initiative. I do not want someone who only waits for instructions. I need someone who can help organize the business, find problems, suggest improvements, and help create better systems.

**To Apply, Please Send:**
• Resume or previous work experience
• Voice recording introducing yourself
• Video recording explaining your background and work experience
• Expected hourly rate
• Your working hours and availability
• Tools you have used before, such as CRM, Google Calendar, Gmail, Canva, CapCut, QuickBooks, etc.

**Please Answer These Questions:**

1. Can you work during California business hours?

2. Do you work for multiple companies, or would you be dedicated to 1 company?

3. If I am at a client’s house at 10 AM and send you photos, measurements, and voice notes, how quickly could you have a draft proposal ready for me?

4. What would you do in the first 30 days to help me save time?

5. Are you comfortable making cold calls to designers, architects, and builders?

6. Are you comfortable answering phone calls with clients?

7. Are you willing to do a paid trial task before hiring?

8. Can you work without being reminded every day?

9. How would you follow up with a client who has not responded after receiving a proposal?

10. Why would you be a good fit for this position?

Thank you,
Ken