Executive Operations Assistant for Growing Pool Service Business

Executive Operations Assistant for Growing Pool Service Business

We are Pool Promise, a growing pool service and repair business based in Chandler, Arizona. We are looking for a high-level Executive Operations Assistant who can help organize a fast-moving business owner, manage projects, track follow-ups, build systems, document processes, and help turn ideas into action.

This is a long-term growth role. We are starting part-time, but this can grow into full-time for the right person.

The Main Purpose of This Role

The owner is in the field servicing pools, handling repairs, communicating with customers, building the business, and developing several future growth projects. We need someone who can become a remote command center for the business.

Your main job will be to help us get organized quickly and build simple, effective systems for the spinning plates of the business.

Main Responsibilities

- Help organize the owner’s ideas, tasks, priorities, and projects.
- Manage tasks and projects inside ClickUp or a similar project management tool.
- Help organize Skimmer or other CRM/customer management software.
- Track customer follow-ups, repair requests, estimates, scheduling items, and open loops.
- Organize Gmail, Google Drive, Google Calendar, and Google Sheets.
- Create daily and weekly priority lists.
- Send daily start-of-day and end-of-day updates.
- Create SOPs, checklists, templates, and repeatable systems.
- Help prepare customer communication drafts for approval.
- Help manage projects related to hiring, marketing, social media, website, e-commerce, Amazon, and future product development.
- Help make sure important tasks do not get lost.
- Be willing to help occasionally on weekends when needed.

What We Need Most

We need someone who is highly organized, proactive, detail-oriented, honest, and comfortable working with a fast-moving entrepreneur.

You should be able to take scattered ideas, messages, notes, and tasks and turn them into an organized plan.

You do not need pool service experience. We can teach the industry. We need someone who is excellent at organization, communication, project management, and follow-through.

Tools We Use or May Use

- Gmail / Google Workspace
- Google Calendar
- Google Drive
- Google Sheets
- ClickUp
- Skimmer pool service CRM
- Canva
- Social media platforms
- QuickBooks Online
- ChatGPT / AI tools
- Amazon Seller Central
- Shopify or other e-commerce platforms

You do not need to know every tool already, but you must be comfortable learning new systems.

Required Skills

- Executive assistant, operations assistant, or project management experience
- Strong written English
- Excellent organization skills
- Strong attention to detail
- Experience with task or project management tools
- Experience with CRM or customer management software
- Comfortable with Google Workspace
- Able to create checklists, SOPs, and organized systems
- Able to ask good questions and clarify priorities
- Able to work independently after training
- Comfortable working with a fast-moving business owner
- Willing to grow into more responsibility over time
- Willing to work some Arizona business hours
- Willing to help occasionally on weekends when needed

Bonus Skills

These are helpful, but not required:

- Skimmer experience
- ClickUp experience
- Canva
- CapCut
- Social media scheduling
- Amazon Seller Central
- Shopify or e-commerce
- Website support
- Product research
- 3D printing or product design interest

Schedule

We are looking to start part-time, approximately 20 hours per week. This role can grow into more hours quickly and potentially full-time if it is a strong fit.

Some overlap with Arizona business hours is required, especially during training. Occasional weekend availability may be needed for urgent tasks or special projects. Weekend is a big plus while getting started.

How to Apply

Please reply with the subject line:

POOL PROMISE EXECUTIVE OPS ASSISTANT

In your application, please answer these questions:

1. What executive assistant, operations assistant, or project management experience do you have?
2. What project management tools have you used? Please mention ClickUp if applicable.
3. Have you used Skimmer or any other CRM/customer management software?
4. Tell us about a time you helped organize a messy business, inbox, schedule, project, or system.
5. How would you help a fast-moving business owner who has many ideas and projects happening at once?
6. Are you comfortable working some Arizona business hours?
7. Are you willing to help occasionally on weekends if needed?
8. What is your desired hourly rate?
9. What are the last five books you read?
10. What are the last five trainings, courses, workshops, certifications, or skill-development programs you completed?
11. What kind of long-term role are you looking for?
12. Are you interested in growing into full-time and taking on greater responsibility over time?
13. Please describe your internet setup and backup plan if your internet or power goes out.
14. Please include the word “clarity” somewhere in your response so we know you read the full job post.

We are looking for someone who can help bring structure, follow-through, and calm organization to a growing business.