Executive Assistant - Remote

Position Overview

We are seeking a highly experienced, proactive, and adaptable Executive Assistant with 5+ years of proven experience supporting high-level executives in fast-paced environments. This individual is not just task-oriented, but a true operator—someone who takes ownership, anticipates needs, and drives execution across multiple areas of the business.

This role is critical to the success of our operations, with a strong emphasis on CRM management, customer communication, and coordination between sales, production, and clients. The ideal candidate is confident, resourceful, and not afraid to pick up the phone, solve problems, and keep deals moving forward.

Key Responsibilities Executive Support

• Work directly with executives to manage, align, and optimize their schedules based on business priorities
• Coordinate meetings, calls, and commitments while ensuring executives are prepared and time is used efficiently
• Manage and execute bi-weekly employee expense reports with accuracy and timeliness
• Draft and distribute weekly company announcements and updates
• Handle ad hoc executive tasks with urgency and attention to detail
• Act as a gatekeeper and liaison between leadership and internal/external stakeholders

CRM & Operations Management (Core Focus)

• Own and manage the CRM pipeline from deal signing to project completion
• Ensure all job profiles are fully completed with no missing documentation
• Track deal progress and proactively identify bottlenecks or missing information
• Maintain clean, organized, and up-to-date CRM records at all times

Sales & Customer Coordination

• Communicate directly with roofing sales representatives to gather required job information
• Act as the central point of communication between:
• Sales reps
• Customers
• Insurance carriers
• Follow up persistently with customers to ensure all documentation and approvals are received
• Handle inbound and outbound communication professionally and confidently

Project & Scheduling Coordination

• Schedule and coordinate pre-construction meetings with customers and internal teams
• Manage production timelines and ensure all parties are aligned on schedules
• Keep customers informed throughout the lifecycle of the project
• Anticipate scheduling conflicts and resolve proactively

Qualifications

• 5+ years of Executive Assistant experience supporting senior leadership
• References required to validate experience and performance
• Strong working knowledge of CRM systems (e.g., Salesforce, HubSpot, JobNimbus, or similar)
• Proven ability to manage multiple workflows simultaneously with minimal supervision
• Excellent verbal communication skills — confident on the phone and in follow-ups
• Highly organized with exceptional attention to detail
• Strong problem-solving mindset with a “figure it out” attitude
• Comfortable working in a fast-growing, evolving environment

Preferred (Strong Plus)

• Experience in construction, roofing, or home services industries
• Familiarity with insurance claims processes, including working with adjusters, supplements, and required documentation
• Understanding of job lifecycle from contract to production and completion

Key Traits We’re Looking For

• Go-getter mentality — takes initiative without being asked
• Adaptable — thrives in changing processes and growth phases
• Accountable — owns outcomes, not just tasks
• Persistent communicator — follows up until things are done
• Tech-savvy — can quickly learn and navigate systems
• Operational thinker — understands how moving pieces connect

Pay: $75,000.00 - $90,000.00 per year

Benefits:

• Health insurance

Work Location: Remote