Administrative Personal Assistant

Executive & Personal Assistant

Location: Irvine, CA (On-Site)

Position Summary

Merit Roofing & Waterproofing is seeking a highly organized, proactive, and trustworthy Executive & Personal Assistant to support the Owner and executive team. This individual will play a critical role in managing daily operations, coordinating schedules, organizing projects, and assisting with both business and personal responsibilities.

The ideal candidate is someone who thrives in a fast-paced environment, takes initiative without being asked, anticipates needs, and enjoys solving problems. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities simultaneously.

Responsibilities

Executive Support

• Manage the Owner's calendar, appointments, and daily schedule.
• Coordinate meetings, travel arrangements, and accommodations.
• Prioritize emails and respond on behalf of management when appropriate.
• Prepare agendas, meeting notes, and follow-up action items.
• Organize digital files, proposals, contracts, and important company documents.
• Assist with permit tracking, proposal follow-up, and project coordination.
• Monitor deadlines and ensure important tasks are completed on time.

Administrative Support

• Answer and prioritize incoming calls, emails, and correspondence.
• Maintain organized records and filing systems.
• Assist with data entry and CRM management.
• Coordinate office vendors and service providers.
• Help prepare presentations, reports, and spreadsheets.
• Track company expenses and assist with basic bookkeeping tasks as assigned.

Marketing & Events

• Coordinate company events, lunches, trade shows, and CAI networking events.
• Assist with social media scheduling and marketing initiatives.
• Help organize company retreats, employee events, and client appreciation activities.

Personal Assistance

• Assist with personal scheduling and appointments.
• Coordinate personal travel and reservations.
• Run occasional errands.
• Help manage household vendors and appointments.
• Assist with miscellaneous projects that allow the Owner to focus on growing the business.

Qualifications

• 5 years of experience as an Executive Assistant, Personal Assistant, Office Manager, or similar role.
• Exceptional organizational and time management skills.
• Excellent verbal and written communication.
• Strong attention to detail.
• Ability to maintain confidentiality and professionalism.
• Self-motivated with the ability to work independently.
• Proficiency with Microsoft Office Suite, Google Workspace, and cloud-based software.
• Experience with CRM systems is preferred.
• Comfortable learning new software and technology.
• Valid California driver's license and reliable transportation.

Ideal Candidate

The ideal candidate is someone who:

• Anticipates problems before they happen.
• Takes ownership of tasks without needing constant direction.
• Is dependable, resourceful, and highly organized.
• Communicates professionally with clients, vendors, and employees.
• Can shift priorities quickly while remaining calm under pressure.
• Maintains a positive attitude and represents Merit Roofing professionally.
• Understands the importance of discretion and confidentiality.

Compensation & Benefits

• $25–$30 per hour, depending on experience.
• Full-time position.
• Paid Time Off (PTO).
• Health benefits.
• 401(k) with company match.
• Growth opportunities within a rapidly expanding company.
• Company-provided computer and work phone.

Why Join Merit Roofing?

At Merit Roofing & Waterproofing, we're building more than roofs—we're building a company known for exceptional service, professionalism, and long-term relationships. As the Executive & Personal Assistant to the Owner, you'll play a key role in helping the company grow while working directly with leadership in a fast-paced, collaborative environment.