Executive Assistant / Office Coordinator

Executive Assistant & Office Coordinator

Location: Medina, Ohio

Schedule: Full-Time | Remote initially, transitioning to on-site in Medina upon completion of the

office

Weekend Coverage: Remote phone and lead coverage during established weekend business

hours

Reports To: Operations Manager

Directly Supports: Owner

About the Role

The Executive Assistant & Office Coordinator will provide direct executive support to the Owner

while serving as the primary administrative and customer-facing presence in the Medina office.

This role combines executive support, office administration, incoming phone and lead

management, appointment scheduling, and CRM oversight. The ideal person will be highly

organized, proactive, responsive, and comfortable balancing the needs of a busy business

owner with the day-to-day demands of a growing company.

The position will begin remotely while the Medina office is under construction and will transition

to a full-time, on-site position once the office is complete. Weekend coverage will remain

remote.

This position reports to Kristen, Operations Manager and works closely with the Owner and

Sales Team.

Key Responsibilities

Executive Support

• Provide day-to-day executive and administrative support to the Owner.
• Organize and prioritize appointments, commitments, follow-ups, and action items.
• Track outstanding items and proactively follow up to ensure they are completed.
• Provide reminders and relevant context for upcoming appointments, calls, and
• commitments.
• Assist with scheduling and calendar coordination.
• Help protect the Owner’s time so he can remain focused on sales, customers, field
• needs, and other high-priority areas of the business.
• Follow up internally on outstanding requests and action items.
• Anticipate needs and address issues before they become problems.
• Assist with additional administrative and business needs as they arise.

Office Administration

• Manage the day-to-day administrative needs of the Medina office.
• Monitor, order, and maintain office supplies and ensure essential items remain stocked.
• Receive, sort, and distribute incoming mail and packages.
• Prepare outgoing mail and shipments as needed.
• Receive deliveries and ensure packages and materials reach the appropriate team
• member.
• Serve as the primary point of contact for general office-related needs.
• Help maintain an organized, professional, and welcoming office environment.
• Assist with printing, scanning, filing, document preparation, and other general
• administrative tasks.
• Proactively identify office needs and address them before they become an issue.
• Support with additional office and administrative needs as the business grows.

Phone Coverage, Lead Intake & Appointment Scheduling

• Serve as the primary point of contact for incoming business calls.
• Answer and manage incoming phone calls promptly and professionally during
• established business hours.
• Determine the nature of incoming calls and handle or route them appropriately.
• Serve as the first point of contact for prospective customers.
• Respond quickly to new inquiries received through Facebook and other digital lead
• sources.
• Gather initial customer and project information.
• Ask appropriate qualifying questions based on company guidelines.
• Schedule qualified prospects for sales appointments with the appropriate salesperson.
• Ensure appointment information is complete and accurate prior to the sales appointment.
• Provide a professional, friendly, and consistent experience for prospective and current
• customers.
• Monitor incoming inquiries throughout business hours and ensure leads receive timely
• responses.
• Maintain appropriate communication with leads through the scheduling process.

CRM & Lead Management

• Maintain accurate and up-to-date CRM records for the Owner’s leads and sales activity.
• Enter new leads promptly and ensure all required information is captured.
• Update lead stages and statuses as prospects move through the sales process.
• Document calls, conversations, appointments, notes, and relevant customer information.
• Track follow-up dates and next steps for open opportunities.
• Ensure appointments and lead activity are accurately reflected in the CRM.
• Identify leads with missing information, outdated statuses, or overdue follow-ups and
• proactively address them.
• Work directly with the Owner to ensure his pipeline…