Executive Assistant

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.ResponsibilitiesAnswer and direct incoming phone calls while providing excellent customer serviceSchedule and coordinate customer appointments and project meetingsMaintain and update CRM records, ensuring accurate customer and project informationPerform data entry and manage administrative documentationPrepare permit applications and submit required paperwork to county offices for new projects and jobsManage and coordinate Google Calendars, including scheduling, reminders, and appointment trackingAssist with general office operations and administrative support to ensure efficient workflowRequirementsProfessional phone etiquette and ability to communicate effectively with customersExperience coordinating calendars and managing appointmentsFast and accurate data entry skills with strong attention to detailExperience using CRM systems such as Salesforce, HubSpot, JobNimbus, ServiceTitan, Zoho, or similar platformsProficiency with Google Calendar and scheduling toolsProven experience working with contractors, construction companies, roofing companies, or local municipal permit departmentsHands-on experience with Housecall Pro, HubSpot, Slack, and the Google Workspace ecosystemFamiliarity with document preparation, filing workflows, and the general process of submitting paperwork to county or city officesBenefitsWork From HomePerformance BonusOriginally posted on Himalayas