Role Overview

We are seeking a high-level Remote Executive Assistant to serve as the strategic "right hand" to our CEO across multiple companies, including moving, home services, and related brands. This is not a basic administrative role; we are looking for a powerhouse professional who can drive organization, instill accountability, and execute complex tasks across a fast-paced, multi-company environment. The goal of this position is to act as a force multiplier for leadership, ensuring nothing falls through the cracks.

Core Responsibilities

1. Inbox & Communication Management

• Inbox Ownership: Actively managing and organizing the CEO’s email inbox by prioritizing urgent matters, drafting professional responses, and routing inquiries to the appropriate departments.

• Lead Oversight: Monitoring missed calls and lead systems to ensure every potential customer is followed up immediately.

2. Operations & Accountability

• KPI Reporting: Building and sending daily KPI dashboards to track critical metrics such as revenue, job volume, and call data.

• Task Tracking: Maintaining a bird’s-eye view of all company tasks and proactively following up with team members across departments to ensure deadlines are met.

• SOP Development: Organizing and maintaining Standard Operating Procedures (SOPs), internal documents, and digital systems to ensure operational efficiency.

3. Administrative & Financial Support

• Finance/Admin: Supporting light financial tasks, including invoicing, basic financial tracking, and operational reporting.

• Marketing Coordination: Assisting with the coordination of marketing efforts and providing regular performance reporting.

Required Qualifications

• Experience: 2+ years of experience as an Executive Assistant or Operations Assistant.

  • Proven experience supporting a CEO or business owner in a high-growth environment is highly preferred.

• Traits: High-Level Proactivity: An individual who does not wait for instructions and identifies solutions before problems arise.

  • Accountability Mindset: A relentless focus on follow-up and ensuring team execution.

  • Communication: Exceptional written and verbal English skills.

  • Organization: Extreme attention to detail and the ability to manage multiple brands simultaneously.

Preferred Tools & Technical Skills

• Microsoft 365: Advanced proficiency in Outlook and Excel.

• CRM Systems: Familiarity with industry-specific CRMs (e.g., SmartMoving) is a significant plus.

• Communication Systems: Experience with VoIP/Call systems (e.g., RingCentral).

• Financial Software: Exposure to QuickBooks or similar basic financial tracking tools.

• Reporting: Experience managing KPIs and operational tracking dashboards.

Logistics

• Hours: Full-time (40 hours/week).

• Schedule: Aligned with U.S. Central Time Business Hours.

• Nature: Long-term role with significant growth potential.