Executive & Operations Assistant

What You’ll Do

Executive Support
Own and protect the founder’s calendar; schedule, confirm, and reschedule meetings
Triage email inboxes daily; draft replies; surface what needs attention
Prep meeting agendas and capture notes; chase action items to close
Manage personal admin overflow (travel, vehicle, document renewals)

Outbound Calling (a meaningful part of this role)
Cancelled appointment recovery — call cancelled and no-show consultations to reschedule (we currently have a major gap here and need someone who closes it)
Appointment confirmations — day-before calls to confirm consultations and reduce no-shows
Proposal follow-up — call open proposals to answer questions and move them to close
Vendor and supplier coordination — schedule deliveries, confirm payments, request COIs
Past customer outreach — review requests, referral asks, repeat-business calls

Franchise Operations
Coordinate vendor payments through Bill.com (you prep, founder approves)
Help run payroll cycles through Gusto
Keep CRM systems clean — ServiceMinder and GoHighLevel (proposals, invoices, contact records)
Help plan and execute showroom events (design open houses, vendor partner events)
Coordinate with our in-house crew
eCommerce Operations
Respond to Amazon Seller Central customer messages (<24 hr SLA)
Brief and schedule our content creator across social platforms
Track inventory and flag reorder points

Infrastructure
Organize company documents in Google Drive and Notion
Maintain vendor contract registry (COIs, W-9s, renewal dates)
Coordinate vehicle maintenance and registration

Requirements
2+ years in an Executive Assistant, Office Manager, Operations Coordinator, Customer Service Representative, or similar role
Comfortable on the phone — you don't hesitate to pick up and call. Sales background or appointment-setting experience is a strong plus.
Experience working in small business or franchise environments
Strong with technology — Google Workspace, Slack, CRMs; quick learner on new tools
You use AI tools daily (Claude, ChatGPT) — required, not nice-to-have
Calm, organized, and proactive — you follow up without being asked
Live within 25 minutes of Bloomfield, NJ
Reliable transportation
Professional written and verbal communication
Strong Pluses
Bilingual Spanish
Experience with ServiceMinder, GoHighLevel, or Amazon Seller Central
Home services, contracting, or real estate industry background
Prior appointment-setting or inside-sales experience
Compensation & Benefits
$24–$28/hour depending on experience (W-2, paid biweekly)
Performance bonus: $25 per appointment recovered from cancelled/no-show; $50 per closed proposal you helped move
20 hours/week to start, with clear path to 30–40 hours if the fit is right
Flexible scheduling — school hours, light Fridays, etc. negotiable
Equipment provided (laptop, phone stipend)
Growth path — as our businesses scale, your scope and pay grow with you

Success Milestones
30 days: Calendar owned, inbox triaged daily, comfortable on outbound calls, all key tools accessed
60 days: Cancelled appointment recovery system running; vendor coordination smooth; Amazon CS within SLA; content creator on consistent schedule
90 days: You anticipate needs before they're raised. Measurable lift in confirmed appointments and recovered cancellations. Founder is working on the business, not in it.