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Executive AssistantInsideOut • New York, New York, United States
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Executive Assistant

InsideOut
  • US
    New York, New York, United States
  • US
    New York, New York, United States
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About

IMPORTANT - Watch this quick Loom video on how to get hired: https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0 C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT. PREFIX SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH. About the Client
The client is a
well-established outdoor living and hardscape company based in New York , with over
30 years of industry experience . They specialize in building
swimming pools, patios, and full backyard transformations , delivering exceptional craftsmanship and beautiful outdoor spaces for residential clients. As the business continues to grow, the owner is focused on improving
internal organization, operational efficiency, and scalable systems
to support long-term growth. This role will play a key part in helping bring
structure, visibility, and streamlined operations
to the day-to-day business. About the Role
The
Executive Assistant
will serve as the
right hand to the owner , supporting both business and personal tasks with a strong emphasis on
organization, execution, and process improvement . This role is perfect for someone who enjoys working in
dynamic environments , solving problems, and building systems from the ground up. You will help manage schedules, organize project data, track payments, assist with estimates, and identify opportunities to improve workflows through
automation and modern tools . Over time, this role is expected to evolve into a more
strategic operational position
as you become increasingly involved in the company’s daily operations and growth initiatives. Administrative and Executive Support
Manage the owner’s
calendar, appointments, and daily schedule Assist with
task prioritization and daily planning Provide
real-time support
via chat or text throughout the workday Handle general
administrative tasks and documentation Estimates, Data Entry, and Reporting
Create and maintain
spreadsheets for job estimates and project tracking Organize data related to
jobs, materials, and timelines Assist in improving
templates for quoting and reporting Ensure accuracy and consistency across all business data Operations and Workflow Coordination
Help organize ongoing and upcoming jobs, including
scheduling and logistics Track project progress and improve
operational visibility Identify inefficiencies and suggest
workflow improvements Support the implementation of
CRM and project management systems Financial Tracking and Tools Management
Track
payments, outstanding balances, and financial data Assist with implementing and managing
QuickBooks Support adoption and optimization of platforms like
Jobber Automation and Systems Implementation
Build and support automations using
Zapier Utilize AI tools such as
ChatGPT or Claude
to improve workflows Help implement systems that improve
scalability and efficiency Continuously look for ways to reduce manual work through automation Client and Vendor Communication
Communicate with
clients and vendors
when needed Maintain a professional and clear communication style in English Represent the business professionally in both written and verbal interactions Must Have
Proven experience as an
Executive Assistant, Personal Assistant, or similar administrative role Strong proficiency in
Microsoft Excel, Word, Outlook, and Google Workspace Experience managing
calendars, scheduling, and executive support Hands‑on experience with
Zapier or similar automation tools Familiarity with AI platforms like
ChatGPT or similar tools Excellent written and spoken English with a
neutral accent Strong organizational skills and exceptional attention to detail Experience in
construction, landscaping, home improvement, or related industries Familiarity with
QuickBooks and financial tracking Bilingual in
English and Spanish Experience supporting
small businesses or owner‑operated companies Background in
systems setup and operational workflow improvement Personality Traits
Proactive and solution‑oriented with strong critical thinking skills Highly organized and capable of managing multiple priorities independently Resourceful and confident figuring things out with minimal direction Personable and engaging with strong interpersonal skills Adaptable and comfortable in a fast‑paced, evolving environment Curious and eager to learn and grow within the role Takes ownership and actively looks for ways to add value
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  • New York, New York, United States

Languages

  • English
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