Executive Assistant

VirtueStaff

15d•Remote

About The Position

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.

Requirements

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

Responsibilities

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