What are the responsibilities and job description for the Executive Assistant position at Bootz & Duke Sign Company?
About the Role:
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.
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.
Requirements:
- Minimum of 3–5 years of experience as an Executive Assistant, Operations Coordinator, Project Coordinator, or similar leadership support role.
- Previous experience in the construction, commercial construction, architectural, manufacturing, or project-based industries is strongly preferred.
- 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.
The Person We're Looking For
The right candidate is someone who naturally takes ownership. You don't wait for instructions—you anticipate what needs to happen next and make it happen. You enjoy organizing chaos, solving problems, and helping others succeed.
You are equally comfortable speaking with a customer, coordinating with a general contractor, following up with subcontractors, or helping the owner prioritize the day's most important tasks. You understand that details matter, communication is critical, and every interaction reflects on the company.
You are dependable, resourceful, and motivated by seeing projects completed successfully. You enjoy working in a collaborative environment where your contributions directly influence the success of the business.
Why Join Our Team?
We are a growing company that values initiative, accountability, and continuous improvement. This position offers the opportunity to become a trusted partner to the owner and play a key role in the success and growth of the organization. If you're looking for a career—not just a job—and want to be part of a team where your ideas and efforts make a real difference, we'd love to hear from you.
Salary : $28 - $33