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

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

Performance bonus: $25 per appointment recovered from cancelled/no-show; $50 per closed proposal you helped move
Equipment provided (laptop, phone stipend)
Growth path — as our businesses scale, your scope and pay grow with you
Flexible scheduling — school hours, light Fridays, etc. negotiable

Part-Time Executive and Operations Assistant

Key skills