Executive Assistant

Pay: $30.00 - $40.00 per hour

Work Location: In person

Job description:

On-Site Role: Novato, California

Salary range: $60,000–$80,000 per year

About Us

Nadsto is a stone supplier and fabrication company specializing in countertops, slabs, and custom stone projects for homeowners, designers, contractors, and builders. We help customers move from material selection through fabrication and installation by managing the details, coordinating the right people, and keeping projects organized from start to finish.

We are a growing, hands-on business looking for someone who can bring structure, follow-through, and strong communication to our sales and project workflow.

Role Overview

Nadsto is hiring a Executive Assistant to help manage incoming leads, customer follow-up, project scheduling, contractor coordination, and internal tracking systems.

This role is ideal for someone who is organized, customer-focused, and excited to grow with a fast-scaling company. The position is designed to start with lead management, project coordination, scheduling, and communication, with the opportunity to grow into higher-level operations role as the company expands.

The right person will be proactive, adaptable, and comfortable working in a fast-moving small business environment where systems are being improved and responsibilities may evolve over time. You do not need to be a construction expert, but you should be detail-oriented, willing to learn, and able to take ownership of keeping leads and projects moving forward.

The Project Coordinator will play an important role in making sure customers are followed up with, project details are accurate, contractors are coordinated, and jobs continue moving smoothly through each stage of the process.

Responsibilities

• Manage new customer inquiries and enter lead information into the company tracking system.
• Follow up with prospective customers by phone, email, and/or text to help move leads forward.
• Schedule showroom appointments, consultations, templates, layout meetings, fabrication, demolition, and installation steps.
• Keep lead and project tracking sheets accurate and up to date.
• Track lead stages, project stages, next follow-up dates, notes, and customer communication.
• Help customers understand the next steps in the process and provide timely updates.
• Coordinate with internal team members, suppliers, fabricators, installers, demolition contractors, and other project partners.
• Send project details to contractors, including customer information, address, scope, timing, and job requirements.
• Request and organize contractor updates, before/after photos, job notes, and completion confirmations.
• Help identify missing information, scheduling issues, or project details that need clarification.
• Support the transition from accepted estimate to active project.
• Monitor project milestones to help ensure nothing falls through the cracks.
• Assist with payment follow-up, project documentation, and post-installation follow-up.
• Help maintain a professional and organized customer experience from first inquiry through project completion.

Qualifications

• 1–3+ years of experience in a coordinator, administrative, customer service, showroom, sales support, scheduling, or operations role.
• Experience in construction, home services, interior design, flooring, tile, cabinetry, countertops, remodeling, or a showroom environment is a plus.
• Strong organizational skills and ability to manage multiple leads, tasks, and projects at the same time.
• Comfortable communicating with customers by phone and email.
• Strong attention to detail and ability to accurately track notes, dates, statuses, and next steps.
• Comfortable using Google Sheets, spreadsheets, calendars, email, and basic digital tools.
• Ability to follow systems, checklists, and standard operating procedures.
• Proactive follow-up style; able to keep things moving without constant reminders.
• Professional, friendly, and customer-focused communication style.
• Comfortable working with contractors, vendors, and internal team members.
• Able to work in a small business environment where priorities can shift quickly.
• Willingness to learn about stone materials, fabrication, installation, and the overall renovation process.

Compensation & Benefits

• Salary range: $60,000–$80,000 per year, depending on experience.
• Opportunity for performance-based bonuses.
• Growth opportun…