What are the responsibilities and job description for the Executive Assistant to the Owner position at Top Pro Glass LLC?
escription · MDExecutive Assistant to the Owner
Top Pro Glass LLC — Malvern, PA Part-Time | In-Person/Hybrid Flexible
About Us
Top Pro Glass is a growing specialty glass company serving Chester County and the greater Philadelphia suburbs. We install frameless shower doors, custom mirrors, glass railings, and partitions for homeowners, builders, and businesses. We're a tight-knit team that values craftsmanship, integrity, and doing things the right way — and this role works directly with the owner, not through layers of management.
About the Role
The owner of a growing business wears a lot of hats — and this role exists to take some of them off. As Executive Assistant to the Owner, you'll be his right hand for the behind-the-scenes work that keeps the business moving: resolving issues with our payroll company and accountant, communicating with insurance carriers, keeping our marketing presence active, and handling the small-but-time-consuming tasks that pile up in any growing company.
This is not a corporate EA job with calendars and travel bookings, and it's not routine data entry. It's a role for a resourceful problem-solver who can take a loosely defined task ("figure out why payroll withheld this incorrectly"), run with it, and come back with a resolution — not just a status update.
What You'll Do
- Financial & tax coordination: Serve as the point of contact with our payroll company, accountant, and (when needed) tax attorney to research and resolve tax and payroll questions. Track issues to completion and summarize outcomes clearly.
- Insurance problem-solving: Communicate with insurance carriers and brokers to resolve billing issues, certificate requests, claims questions, and coverage changes.
- Marketing support: Help maintain and grow our social media presence (Facebook, Instagram, Google Business Profile) — posting project photos, responding to reviews and messages, and keeping our online presence fresh.
- Vendor & administrative follow-up: Handle calls, emails, and paperwork with vendors, service providers, and government agencies so the owner doesn't have to.
- General owner support: Take on miscellaneous research and administrative projects as they come up. The common thread: saving the owner time and mental bandwidth so he can focus on growing the business.
What We're Looking For
- 2 years supporting a business owner, executive, or office in an administrative or coordinator role
- Excellent written and verbal communication — you're comfortable getting on the phone with an insurance company or accountant and holding your own
- Strong follow-through: you close loops without being reminded
- Comfortable with ambiguity — you can take a vague problem and figure out the next step on your own
- Basic proficiency with Google Workspace (Docs, Sheets, Gmail); familiarity with QuickBooks Online, HouseCall Pro, or social media management is a plus
- Discretion and trustworthiness — you'll handle sensitive financial and business information
- Experience in a trades, construction, or home-services business is a bonus, not a requirement
What We Offer
- Competitive hourly pay based on experience
- Flexible schedule (part-time hours)
- A seat next to the decision-maker — you'll see how a successful small business actually runs, from accounting and insurance to marketing and operations
- A supportive, low-drama work environment where your work is genuinely appreciated
How to Apply
Send a short note about yourself and your resume. In your note, tell us about a time you resolved a frustrating problem with a vendor, agency, or service provider — we'd love to hear how you handled it.
Top Pro Glass LLC is an equal opportunity employer.
Pay: $22.00 - $25.00 per hour
Work Location: Hybrid remote in Malvern, PA 19355
Salary : $22 - $25