Executive Assistant to the Chief Operations Officer

About Field Source

Field Source LLC is a growing sports field construction, renovation, and maintenance company serving school districts, municipalities, and sports organizations across the region. We hold TIPS cooperative purchasing contracts and are committed to delivering high-quality results for our clients and communities. As we continue to grow, we are looking for a driven, organized professional to support our Chief Operations Officer and executive operations.

Position Overview

Field Source is seeking a part-time Executive Assistant to support the Chief Operations Officer in managing daily operations, compliance, marketing, and administrative priorities. This is a part-time role with the potential to grow into a full-time position as the company expands. The ideal candidate is highly organized, proactive, and comfortable working in a fast-paced environment with multiple moving parts.

Key Responsibilities

COO Support

• Manage COO calendar, scheduling, and daily task prioritization
• Draft and respond to correspondence on behalf of the COO
• Prepare meeting agendas, take notes, and track follow-up action items
• Coordinate internal communication between departments and key stakeholders
• Assist with project tracking and status updates across active initiatives

Compliance & Administration

• Help maintain and organize compliance documentation and filings
• Track deadlines for certifications, contract renewals, and regulatory requirements
• Assist with vendor prequalification submissions and related documentation
• Support safety program recordkeeping and training coordination

Training Coordination

• Assist with scheduling and logistics for employee training programs
• Maintain training records and track completion requirements
• Help develop onboarding materials and process documentation

Operations & Clerical Support

• Compile and organize invoices and assist with basic billing documentation
• Issue tax exempt forms to vendors and subcontractors as needed
• Assist with customer inquiries and help ensure client needs are addressed promptly
• Support the development and improvement of internal office processes and workflows
• Maintain organized filing systems for contracts, documents, and records
• Identify opportunities to improve office efficiency and help implement solutions

Phone & Communications Management

• Manage the Field Source main phone line and serve as a first point of contact for inbound calls
• Screen, document, and route calls to the appropriate team member in a timely manner
• Maintain a call log tracking the nature of each inquiry, caller information, and follow-up status
• Conduct outbound outreach on behalf of the COO including prospect calls, follow-ups, and partner communications
• Draft and send emails and messages on behalf of the COO as directed

Marketing Support

• Assist with content creation, social media scheduling, and campaign coordination
• Support preparation of proposals, presentations, and client-facing materials
• Help manage the company website, email marketing, and promotional calendars
• Research industry events, sponsorships, and partnership opportunities

Qualifications

Required

• 2+ years of experience in an administrative, executive assistant, or office management role
• Strong organizational skills with ability to manage multiple priorities simultaneously
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace
• Self-motivated with the ability to work independently and take initiative

Preferred

• Experience in construction, field services, or a related industry
• Familiarity with compliance processes, contract documentation, or regulatory filings
• Background or interest in marketing, social media, or digital content
• Experience with project management tools or CRM software

Position Details

• Type: Part-time (hours flexible, estimated 15-25 hours/week)
• Location: Columbus/Dublin/Hilliard, Ohio metro area; hybrid/flexible schedule
• Compensation: $22-$26/hr, commensurate with experience
• Growth Potential: Opportunity to transition to a full-time role as the company grows

How to Apply

Interested candidates should submit a resume and a brief cover letter outlining their relevant experience and interest in the role. Applications can be sent to Field Source LLC directly. We look forward to hearing from candidates who are eager to grow with a dynamic, team-driven company.

Pay: $22.00 - $26.00 per hour

Benefits:

• 401(k) matching

Work Location: Hybrid remote in Dublin, OH 43016