Executive Assistant & Operations Coordinator

This role combines Executive Assistant, Operations Coordinator, and Project Coordinator responsibilities. You'll work directly with the founder to manage daily administrative operations, coordinate projects, assist with permitting, maintain organized systems, and help ensure every project progresses smoothly from concept to completion. We're looking for someone who enjoys bringing structure to a fast-paced environment, is comfortable managing multiple priorities, and enjoys helping a growing business operate more efficiently.

Primary Responsibilities:
* Provide executive and administrative support to the founder
* Coordinate multiple landscaping design, installation, and maintenance projects simultaneously
* Assist with permit applications and communicate with municipalities throughout the approval process
* Review project blueprints and transfer job information into QuickBooks and company systems
* Maintain organized project files and documentation
* Coordinate communication between the office, field team, vendors, subcontractors, and clients
* Track project timelines and proactively follow up to ensure deadlines are met
* Schedule meetings, appointments, and project activities
* Assist with light bookkeeping and QuickBooks data entry
* Maintain spreadsheets, reports, and project trackers using Microsoft Excel and Google Sheets
* Help improve business systems and workflows using AI tools and automation
* Perform general administrative and operational support as needed

Qualifications:
* 2+ years of experience as an Executive Assistant, Administrative Assistant, Operations Coordinator, or Project Coordinator
* Experience supporting a landscaping, construction, home services, or similar trade business is highly preferred
* Light QuickBooks experience, including basic data entry and project-related record keeping
* Create and manage Excel spreadsheets
* Proficient in Microsoft Excel and/or Google Sheets, including the ability to organize data, use basic formulas, sort, filter, and maintain spreadsheets
* Strong organizational, time management, and project coordination skills
* Excellent written and verbal communication skills
* Comfortable learning new software and technology
* Experience assisting with permits or project documentation is a plus
* Ability to manage multiple projects while maintaining exceptional attention to detail


Ideal Candidate
We're looking for someone who:
* Is highly organized and detail-oriented
* Has a systems-oriented mindset and enjoys improving processes
* Is proactive and takes ownership of their work
* Can confidently manage multiple moving pieces at once
* Communicates professionally with clients, vendors, and internal tea ---------- mbers
* Enjoys supporting business owners and helping businesses grow
* Is comfortable leveraging AI tools such as ChatGPT to improve productivity and efficiency
* Thrives in a fast-paced, team-oriented environment
* Understands the importance of follow-up, accountability, and exceptional customer service

Technology & Skills
* QuickBooks (basic to intermediate)
* Microsoft Excel and Google Sheets
* Google Workspace or Microsoft Office
* Project management software such as ---------- , ClickUp, Asana, Trello, or similar
* AI tools such as ChatGPT
* Strong computer, internet, and organizational skills