Executive Assistant

Bootz & Duke Sign Company•Phoenix, AZ

10h•$28 - $33

About The Position

We are seeking an exceptional Operations & Executive Assistant to serve as the trusted right hand to the owner of a growing commercial sign company. This is a high-impact role for someone who is proactive, highly organized, and genuinely enjoys solving problems before they become issues. This position extends well beyond traditional administrative support. The ideal candidate is a self-starter who thrives in a fast-paced construction environment, can comfortably juggle multiple priorities, and takes ownership of ensuring projects, people, and communications stay on track. You'll work directly with the company owner, customers, architects, general contractors, subcontractors, vendors, and internal team members to coordinate projects, manage schedules, resolve issues, and keep the business operating efficiently. Every day brings new challenges, making this an excellent opportunity for someone who enjoys variety, responsibility, and making a measurable impact.

Requirements

Minimum of 3–5 years of experience as an Executive Assistant, Operations Coordinator, Project Coordinator, or similar leadership support role.
Outstanding organizational skills with exceptional attention to detail.
Proven ability to manage multiple projects and changing priorities while meeting deadlines.
Strong interpersonal skills with the confidence to communicate professionally with customers, architects, contractors, vendors, and executive leadership.
Excellent written and verbal communication skills.
Highly proficient with Microsoft Office (Outlook, Excel, Word) and comfortable learning new software platforms.
Ability to maintain confidentiality and exercise sound judgment.
Demonstrated ability to think independently, solve problems, and make decisions without constant direction.

Nice To Haves

Previous experience in the construction, commercial construction, architectural, manufacturing, or project-based industries is strongly preferred.

Responsibilities

Serve as the primary Executive Assistant to the company owner, helping manage priorities, schedules, communications, and daily business operations
Coordinate with architects, general contractors, subcontractors, vendors, and customers to ensure projects remain on schedule and communication flows effectively.
Monitor project timelines, proactively identify potential delays, and work with the appropriate parties to keep projects moving forward.
Manage customer relationships by providing timely communication, answering questions, and ensuring an exceptional customer experience throughout each project.
Coordinate with internal departments—including sales, project management, production, permitting, and installation—to ensure tasks are completed accurately and on time.
Assist with a wide variety of special projects, research assignments, and operational initiatives as business needs evolve.
Prepare reports, meeting agendas, presentations, and business correspondence.
Organize and maintain project documentation, contracts, schedules, and customer records.
Identify opportunities to improve workflows, eliminate inefficiencies, and implement better organizational systems.
Anticipate the owner's needs and independently resolve issues whenever possible before they require attention.