Executive Assistant (Job ID: PHITIA1)
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🚀 WE’RE HIRING: Executive Assistant
📌 JOB TITLE: Executive Assistant
🆔 JOB ID: PHITIA1
🏭 INDUSTRY: Residential/Commercial Fencing Provider
🌍 LOCATION: LATAM / PH / South Africa / Egypt
💼 JOB STATUS: Full Time
🕒 WORK SCHEDULE: Monday to Friday, 8am to 5pm / 9am to 6pm (PST)
💰 SALARY: $7 - $10 per hour
⚡ TARGET START DATE: ASAP
🎯 Role Overview
🏡 About the Client
Our client is a premier residential and commercial fencing provider serving the high-demand markets of the Pacific Northwest.
Known for elite craftsmanship, security, and durability, the company prioritizes quality control by relying on a dedicated in-house team rather than subcontractors.
Led by a growth-minded owner who values the “measure twice, cut once” mentality, the company has built a strong reputation for:
Transparency
Exceptional service
Long-lasting workmanship
The business is currently experiencing a high-growth phase and is transitioning from an owner-operated model to a structured, team-based organization.
They are seeking a key administrative partner who will serve as the “back-office engine”, enabling leadership to focus on scaling operations and strengthening team culture.
This is a unique opportunity to join an expanding service-based company at a foundational level and help build the administrative department from the ground up.
💼 About the Role
As the Executive Administrative Assistant to the Owner, your mission is to become the “back-office engine”that keeps operations running smoothly.
You will take ownership of high-volume communications and administrative tasks, allowing the Owner to shift from a “computer-based operator” to a “team-based leader.”
You will serve as the primary point of contact between:
Directors
Clients
Vendors
Your work ensures no email, request, or order falls through the cracks.
🔑 Key Responsibilities
📧 Inbox & Communication Management
Act as the primary gatekeeper for the Owner’s email
Monitor, prioritize, and respond to communications between directors and external partners
📊 CRM Mastery (Housecall Pro)
Serve as the internal expert for Housecall Pro
Join the user community
Stay updated on new feature releases
Proactively implement improvements to optimize team workflows
📈 Sales & Executive Reporting
Coordinate with the Sales Director to generate weekly and monthly reports
Track key metrics including:
Total revenue
Close ratios
Lead sources
👕 Team & Culture Logistics
Manage company apparel and merchandise
Sourcing
Sizing
Ordering for the field team
Coordinate team events
Manage RSVPs
Send calendar invites for all-hands meetings
📅 Operational Coordination
Manage the Owner’s calendar
Schedule meetings
Assist with material orders or service requests to keep projects moving on schedule
📚 SOP Documentation
Work with the Owner to document workflows
Create Standard Operating Procedures (SOPs) for the administrative department as the company scales
🤝 Business Partner Liaison
Occasionally assist the Owner’s business partner with high-priority administrative tasks
🧠 Qualifications & Skills
💻 Software Proficiency
Expert-level use of Google Workspace:
Gmail
Calendar
Drive
Sheets
🗂 CRM Experience
Experience with Housecall Pro preferred
Similar service-based CRMs are also highly valued:
Jobber
ServiceTitan
📊 Reporting Skills
Ability to pull data and organize it into clear, easy-to-read reports for leadership
🔐 High Integrity
Experience handling sensitive business documents
Strong understanding of permission-based access
💬 Communication
Exceptional written and verbal English skills
Ability to mirror the brand’s professional yet approachable tone
⭐ Ideal Candidate Profile
🛡 The “Buffer”
You solve problems before they reach the Owner’s desk
You can distinguish between “urgent” and “important.”
📚 Proactive Learner
You take initiative to learn new software updates
You find documentation and help educate the team
🔍 Detail-Obsessed
You live by the “measure twice, cut once” mentality
You double-check details in merch orders, reports, and operations
📈 Growth-Minded
You are excited to become the first hire in this department
You want to build systems and processes that will support the next 10 hires
✨ If you’re a proactive, detail-oriented professional who thrives in building systems and supporting leadership—this is your opportunity to make a real impact in a fast-growing company. Apply now!