• Coordinate team schedules, meetings, and administrative activities to support efficient daily operations and ensure alignment across departments. • Manage calendars, meeting logistics, and communication between team members and leadership, facilitating timely collaboration and follow-through on priorities. • Serve as a primary point of contact for internal and external inquiries, providing timely assistance, directing requests appropriately, and ensuring effective communication across stakeholders. • Perform physical tasks including standing, walking, lifting, and moving materials up to 20 pounds as needed.

Role Description VirtueStaff is seeking a proactive, highly detailed Executive Assistant to streamline office operations, client scheduling, and project administration for our client. In this role, you will be the primary point of contact for our customers, managing the front-line phone experience while simultaneously keeping our field schedules balanced via Housecall Pro and Google Calendar. Beyond customer service, you will handle critical backend project logistics, including managing customer data in HubSpot and preparing and submitting vital permit applications to county offices. The ideal candidate has direct experience working with contractors, construction, or roofing companies and thrives in a fast-paced environment. - Answer and direct incoming phone calls while providing excellent customer service - Schedule and coordinate customer appointments and project meetings - Maintain and update CRM records, ensuring accurate customer and project information - Perform data entry and manage administrative documentation - Prepare permit applications and submit required paperwork to county offices for new projects and jobs - Manage and coordinate Google Calendars, including scheduling, reminders, and appointment tracking - Assist with general office operations and administrative support to ensure efficient workflow Qualifications - Professional phone etiquette and ability to communicate effectively with customers - Experience coordinating calendars and managing appointments - Fast and accurate data entry skills with strong attention to detail - Experience using CRM systems such as Salesforce, HubSpot, JobNimbus, ServiceTitan, Zoho, or similar platforms - Proficiency with Google Calendar and scheduling tools - Proven experience working with contractors, construction companies, roofing companies, or local municipal permit departments - Hands-on experience with Housecall Pro, HubSpot, Slack, and the Google Workspace ecosystem - Familiarity with document preparation, filing workflows, and the general process of submitting paperwork to county or city offices Benefits - Work From Home - Performance Bonus

• Manage calendars, schedules, and appointments. • Answer and direct phone calls, emails, and correspondence. • Prepare, organize, and maintain files, records, and documentation. • Draft letters, reports, and meeting minutes as required. • Coordinate meetings and assist with administrative projects. • Maintain office supplies and support day-to-day office operations. • Provide general administrative support to management and team members.

Role Description The Virtual Executive Assistant will serve as a critical right-hand to the CEO, managing schedules, coordinating travel, and supporting day-to-day priorities across multiple companies. This role requires exceptional organizational skills, the ability to handle ambiguity, and the flexibility to respond to urgent needs outside of standard hours when travel or other high-priority matters arise. - Manage complex scheduling, including internal and external meetings, calls, and events across multiple time zones. - Coordinate travel arrangements (domestic and international), including flights, accommodations, and ground transportation. - Support event planning for leadership meetings, board sessions, and special projects. - Anticipate the CEO’s needs and proactively resolve issues before they arise. - Provide day-to-day administrative support, including email management, document preparation, and follow-ups. - Maintain strict confidentiality while managing sensitive company and personal information. - Serve as a point of contact between the CEO and internal/external stakeholders. - Adapt seamlessly between multiple companies and business priorities, handling shifting demands with professionalism. - Be available during evenings or weekends when urgent CEO support is required. - Utilize technology and AI tools to improve efficiency and streamline workflows. Qualifications - 10+ years of experience as an Executive Assistant, supporting C-level executives in a fast-paced environment. - Fluent in English, with excellent written and verbal communication skills and very neutral accent. - Proven ability to manage complex schedules, travel, and events with precision. - Highly proactive and detail-oriented, with strong organizational and problem-solving skills. - Tech-savvy and comfortable adopting new systems, tools, and AI solutions to increase productivity. - Strong discretion and judgment when handling sensitive information. - Ability to work EST hours consistently, with flexibility for urgent needs outside of standard business hours. - Comfort working across multiple companies and priorities, with the ability to navigate ambiguity and change. Requirements - Hourly Rate: $12-$18/hour based on experience ($2,400-$3,000/month) Benefits - This is an exciting time to be part of Proper. - You’ll play a vital role in enabling our CEO to focus on strategic priorities, while gaining exposure to multiple fast-growing companies. - We value reliability, initiative, and professionalism — and are looking for someone who thrives under pressure, embraces technology, and is motivated by impact.