Executive Assistant/Project Coordinator

Who We Are

We are a management team that operates multiple Home Service companies throughout the country that offer plumbing, HVAC and electrical services to residential and commercial customers. Our main goal is to build, support, and grow these companies to provide our customers with a turnkey experience, while establishing a great workplace environment for our employees.

Job Summary

We are seeking a dynamic and highly organized Executive Assistant/Project Coordinator to join our team. The Executive Assistant & Project Coordinator will provide a direct line of support to the CEO. This is not a traditional assistant role, you will act as the right hand to the CEO, responsible for organizing, prioritizing, and drive execution across both business and personal responsibilities.

This role also serves as a strategic partner to the execuite leadership team by providing high-levle administrative support, coordinating cross-function projects, and ensuring organizational priorirtes are executed efficiently. This role is responsible for managing executive schedules, facilitating communication, tracking key initiatives, coordinating meetings and events, and supporting special projects from planning through completion

Key Responsibilities

Executive Support:

• Own the CEO’s calendar completely. Prioritize high-value activities (revenue, leadership, hiring) and eliminate low-value meetings.
• Prepare CEO daily/weekly agendas
• Manage appointments, meetings, and tracel arrangements for CEO.
• Coordinate and prepare meeting agendas, presentations, reports, and supporting materials.
• Prepare reports, spreadsheets, presentations and executive reporting.
• Attend meetings as needed, record meeting minutes, and track follow-up action items.
• Screen and prioritze communications, correspondence, and requests on behalf of CEO.
• Serve as a liaison between the CEO and executives, employees, vendors, and business partners.
• Handle confidential information with discretion and professionalism.

Project Coordination:

• Coordinate and monitor company initiatives, strategic projects, and operational improvement efforts.
• Track key company initiatives, including hiring (leadership roles), marketing improvements and revenue driving projects.
• Create simple dashboards and reporting to track progress.
• Develop project timelines, track milestones, and esnure deadlines are met.
• Collaborate with department leaders to gather updates and maintain project status reports.
• Identify project risks, bottlenecks, and resource needs, escalation concerns when necessary.
• Maintain project documentation, schedules, and implementation plans.
• Assist with the execution of special projects and company-wide intiations.

Communication & Follow-Through:

• Manage CEO inbox - Filter noise vs important communicaiton and ensure fast response times on critical items.
• Ensure timely communication and accountability on execuitve directives.
• Prepare regular status updates and progress reports for leadership review.
• Ensure deadlines are met, push for updates without waiting to be asked.
• Help run weekly leadership meetings (agendas, notes, follow-ups)

Personal Logisitcs & Management (For CEO):

• Travel planning and family scheduling coordination as needed.
• Manage and pay bills across personal life and business ventures
• Vendor coordination (builders, contractors, etc.)

Special Projects:

• Assist with business acquisitions (research, coordination)
• Help organize financial and operational reporting, including budget preparation.
• Support marketing coordination (vendors, timelines).

Qualifications

• 3-5+ years as Executive Assistant, Project Manager and/or Operations Coordinator.
• Experience supporting a CEO or Business Owner is preferred.
• Bachelor’s degree in Business Administation, Project Management, or related field is preferred.
• Strong organizational, planning, and time-management skills.
• Excellent written and verbal communication abilities.
• Advanced proficiency with Microsoft Office Suite, Google Workspace, and project management software.
• Ability to manage multiple projects simultaneously while maintaining attention to detail.
• Proven ability to work independently and exercise sound judgment.
• High level of professionalism, discretion, and confidentiality.

Compensation & Benefits

• Based on experience, background, and skills
• Competitve health benefits package
• Bonus Potential -…