Executive Operations Coordinator (Executive Assistant / Project Coordinator)

Job Description
About Us

Ellis & Company is a commercial architectural millwork manufacturer located in Arizona, USA. We build custom cabinets, countertops, wall panels, and architectural millwork for hospitals, schools, offices, restaurants, retail spaces, and government facilities throughout the western United States.

We are looking for a highly organized Executive Operations Coordinator to become an integral part of our leadership team. This is a long-term position with opportunities for growth.

This is NOT a basic virtual assistant position.

You will work directly with the owner and company leadership to help organize communication, manage projects, improve processes, and keep the business operating efficiently.

Responsibilities

Your responsibilities will include:

• Managing executive email inboxes

• Organizing calendars and scheduling meetings

• Converting emails into actionable tasks

• Following up with customers, vendors, and subcontractors

• Assisting with project coordination

• Preparing proposals and professional correspondence

• Tracking outstanding action items

• Creating and maintaining Standard Operating Procedures (SOPs)

• Organizing Google Drive and company documents

• Assisting with collections and invoice follow-up

• Maintaining project management software (Basecamp)

• Preparing daily executive briefings

• Researching vendors, products, and information

• Using AI tools such as ChatGPT to improve efficiency

Desired Qualifications

Excellent written and spoken English

Exceptional organizational skills

Outstanding attention to detail

Ability to work independently

Strong critical thinking skills

Excellent follow-up habits

Professional communication skills

Experience with:

• Google Workspace

• Microsoft Office

• Project management software

• CRM software

• AI tools (ChatGPT preferred)

Construction or manufacturing experience is a major plus but is not required.

We Are Looking For Someone Who...

...anticipates problems before they happen.

...enjoys creating order from chaos.

...takes ownership of their work.

...likes solving problems.

...communicates professionally.

...wants a long-term career.

Working Hours

40 hours per week

Must be available during Arizona (USA Mountain Standard Time) business hours.

Application Instructions

Please include the following:

Your resume
A short video (2-3 minutes) introducing yourself
Your DISC personality type (if known)
Your internet speed
Your computer specifications
A brief paragraph explaining why you believe you would excel in this role.
Bonus Skills

Experience supporting executives

Construction administration

Bookkeeping

Project coordination

Customer service

HubSpot

Basecamp

AI prompt writing

Process documentation

Google Apps Script

Automation experience

Why This Job Is Different

You will work directly with the owner of a growing U.S. manufacturing company.

We believe in giving talented people autonomy, responsibility, and opportunities to grow. The right candidate will become a key member of our leadership team and will have opportunities to take on additional responsibility over time.