Executive Assistant

**Compensation:** Based on experience and qualifications

## About Safety 1st Electrical Services

Safety 1st Electrical Services, Inc. is a growing electrical contracting company serving residential and commercial clients throughout the Metro Atlanta area. We are committed to providing professional, safety-focused electrical services while delivering an exceptional client experience.

As our company continues to grow, we are strengthening our internal systems, leadership structure, team accountability, and day-to-day operations. We are seeking an experienced, dependable, and highly organized Executive Assistant who can help the owner manage priorities, coordinate team activities, and ensure important responsibilities are completed accurately and on time.

## Position Overview

The Executive Assistant will serve as a strategic administrative and operational partner to the company owner. This individual will help organize the owner’s priorities, coordinate communication between departments, create and track assignments, prepare reports, document meetings, and ensure that important follow-up items do not get overlooked.

This is not a passive administrative role. The ideal candidate will be proactive, comfortable taking ownership, able to anticipate needs, and skilled at holding projects and tea ---------- mbers accountable in a professional manner.

A primary objective of this position is to help Safety 1st Electrical Services build stronger team operations, improve communication, and establish consistent accountability throughout the company.

## Primary Responsibilities

### Executive Support and Priority Management

* Manage the owner’s calendar, appointments, meetings, reminders, and daily priorities.
* Organize the owner’s email inbox and identify messages requiring immediate attention, follow-up, delegation, or documentation.
* Prepare the owner for meetings by organizing relevant documents, reports, client information, and action items.
* Assist the owner with planning, decision-making, and execution of company priorities.
* Protect the owner’s time by helping prioritize requests, meetings, projects, and administrative responsibilities.
* Maintain confidentiality when handling company, employee, client, and financial information.

### Team Operations and Accountability

* Create clear work assignments for the Client Care Coordinator and other tea ---------- mbers as directed by the owner.
* Document assignment details, deadlines, priorities, expected outcomes, and responsible parties.
* Monitor assigned tasks and follow up with tea ---------- mbers to confirm completion.
* Maintain accountability trackers, project lists, recurring task lists, and company action-item reports.
* Identify overdue responsibilities, communication gaps, and operational concerns before they become larger problems.
* Provide the owner with regular updates regarding completed, pending, delayed, and high-priority assignments.
* Help establish and maintain standard operating procedures for recurring administrative and operational responsibilities.

### Meetings and Strategic Planning

* Participate in leadership, strategy, operations, and tea ---------- etings.
* Prepare meeting agendas and organize supporting information before meetings.
* Take accurate and detailed meeting notes.
* Clearly document decisions, assignments, deadlines, and next steps.
* Distribute meeting notes and action items to the appropriate tea ---------- mbers.
* Follow up after meetings to ensure assigned responsibilities are completed.
* Assist the owner in turning strategic ideas into organized plans, timelines, and measurable assignments.

### CRM, Scheduling, Estimates, and Client Follow-Up

* Review and help maintain accurate client information within the company’s CRM and service-management systems.
* Monitor appointments, estimates, service requests, client follow-ups, and open opportunities.
* Assist with coordinating the service calendar and ensuring appointments contain complete client and project information.
* Review outstanding estimates and help organize follow-up assignments for the Client Care Coordinator.
* Monitor client communication to ensure inquiries and follow-ups are handled professionally and within company expectations.
* Help identify missed opportunities, inactive leads, delayed estimates, and clients requiring additional communication.
* Support the preparation, organization, and delivery of professional estimates, proposals, and project documents.
* Maintain accurate records of client communication, appointment status, estimate status, and next actions.

### Inbox, Calendar, and Communication Management

* Draft and organize professional emails, client messages, internal announcements, and follow-up communication.
* Monitor important incoming communication and ensure that urgent matters are escalated appropriately.
* Coordinate meetings with clients, employees, vendors, applicants, and business partners.
* Maintain accurate calendar details, including appointment locations, contact information, meeting objectives, and required preparation.
* Help ensure communication between the owner, Client Care Coordinator, field team, vendors, and clients remains clear and organized.
* Represent Safety 1st Electrical Services professionally in written and verbal communication.

### Bookkeeping, Reporting, and Administrative Records

* Assist with organizing bookkeeping records, receipts, invoices, deposits, payments, and supporting financial documentation.
* Help monitor the accuracy and completion of administrative and financial records.
* Assist with reconciling information between payment processors, accounting software, CRM records, and bank deposits.
* Prepare recurring operational, financial, sales, scheduling, and performance reports for the owner.
* Maintain organized electronic records within Google Drive and other company systems.
* Assist with tracking company expenses, vendor charges, outstanding balances, permits, deposits, and project payment schedules.
* Coordinate with the company’s bookkeeper or CPA when documentation or clarification is required.
* Identify missing records, unusual discrepancies, or incomplete financial information and bring them to the owner’s attention.

### Hiring and Employee Administration

* Assist with posting job openings and organizing candidate applications.
* Conduct initial applicant screening based on established requirements.
* Coordinate interviews and maintain communication with qualified applicants.
* Prepare interview schedules, candidate summaries, screening notes, and follow-up assignments.
* Assist with onboarding documentation, employee records, training schedules, and company policy acknowledgments.
* Maintain organized and confidential employee files.
* Help track attendance, performance expectations, training requirements, and employee follow-up items.
* Support the owner with administrative preparation for employee reviews, coaching meetings, and accountability conversations.

### Vendor and Project Coordination

* Communicate with vendors, suppliers, subcontractors, marketing providers, and other business partners.
* Request and organize quotes, invoices, product information, delivery updates, and supporting documents.
* Track vendor commitments, deadlines, outstanding requests, and required follow-ups.
* Assist with coordinating materials, permits, project documentation, and administrative requirements.
* Help ensure the owner receives the information needed to make timely purchasing and operational decisions.
* Maintain organized records for vendor agreements, subscriptions, company services, and recurring expenses.

## Required Qualifications

* At least five years of professional experience supporting an executive, business owner, senior leader, or management team.
* Proven experience as an Executive Assistant, Senior Administrative Assistant, Operations Assistant, or similar position.
* Experience managing calendars, inboxes, meetings, assignments, reports, and confidential business information.
* Strong project coordination and task-management experience.
* Demonstrated ability to follow up with tea ---------- mbers and maintain accountability without constant supervision.
* Excellent written and spoken English.
* Strong professional communication, grammar, and documentation skills.
* Experience preparing meeting agendas, meeting notes, action-item lists, reports, and professional business correspondence.
* Experience working with CRM platforms, scheduling systems, cloud-based documents, and task-management tools.
* Working knowledge of bookkeeping records, invoices, payments, financial reports, and administrative documentation.
* Strong proficiency with Google Workspace, including Gmail, Google Calendar, Google Docs, Google Sheets, and Google Drive.
* Reliable computer, secure internet connection, professional home workspace, and dependable backup internet or power solution.
* Ability to work during agreed hours that overlap with U.S. Eastern Time.

## Preferred Qualifications

* Experience supporting a construction, home-service, electrical, HVAC, plumbing, field-service, or trade-based company.
* Experience working with QuickBooks Online, Stripe, GoHighLevel, Markate, MightyCall, or similar systems.
* Experience coordinating remote employees and field-service teams.
* Experience assisting with hiring, onboarding, employee records, and performance tracking.
* Experience creating standard operating procedures, accountability systems, dashboards, and recurring reports.
* Experience working directly with entrepreneurs or owners of growing small businesses.
* Basic understanding of sales pipelines, estimates, service appointments, client follow-up, and project payment schedules.

## Ideal Candidate Profile

The successful candidate will be:

* Highly organized and detail-oriented.
* Proactive rather than reactive.
* Comfortable working directly with a fast-moving business owner.
* Able to turn verbal instructions and strategic discussions into organized assignments and written plans.
* Confident following up with employees, vendors, and clients.
* Professional, respectful, and firm when enforcing deadlines and expectations.
* Capable of identifying problems and presenting potential solutions.
* Able to manage multiple priorities without losing track of important details.
* Dependable and consistent with excellent follow-through.
* Discreet when handling confidential business and employee information.
* Interested in helping build systems that allow the company to grow successfully.

## Performance Expectations

Success in this position will be measured by the Executive Assistant’s ability to:

* Keep the owner’s calendar, inbox, priorities, and follow-up responsibilities organized.
* Ensure assignments are clearly communicated, documented, tracked, and completed.
* Reduce missed deadlines, incomplete follow-ups, and communication gaps.
* Improve accountability among administrative and operational tea ---------- mbers.
* Maintain accurate CRM, scheduling, financial, hiring, and administrative records.
* Produce timely and accurate meeting notes, reports, and action-item summaries.
* Help the owner remain focused on high-level leadership, sales, and company growth.
* Create greater consistency, organization, and operational stability throughout the company.

## Application Requirements

Candidates should submit the following:

1. A current résumé outlining at least five years of relevant executive support experience.
2. A brief introduction explaining why they are a strong fit for Safety 1st Electrical Services.
3. A short video introducing themselves and describing their experience supporting an executive or business owner.
4. A description of the systems and software they have previously used.
5. An example of how they have improved team accountability or business operations in a previous role.
6. Their expected monthly compensation in Philippine pesos.
7. Their availability to work hours that overlap with U.S. Eastern Time.
8. Details regarding their primary internet connection, backup internet, and backup power arrangements.

## Equal Opportunity Statement

Safety 1st Electrical Services, Inc. evaluates applicants based on experience, qualifications, professionalism, communication skills, and their ability to successfully perform the responsibilities of the position. We are committed to maintaining a professional and respectful working environment.