Executive Administrative Virtual Assistant

About Us
We are a premium smart home technology company specializing in luxury home automation, home theaters, networking, surveillance, lighting control, whole-home audio, commercial AV systems, and integrated technology solutions.
We're looking for a highly organized, proactive Executive Administrative Virtual Assistant who enjoys learning new systems, creating efficient workflows, and supporting a growing business. This is a long-term opportunity with room for growth for the right person.

What You'll Do
Your primary responsibility is to help keep projects organized from estimate to installation while supporting the business owner with administrative tasks that improve efficiency.

1. Project Coordination & Estimates (Primary Responsibility)
You will become an essential part of our operations by learning our products, workflows, and project management systems.

Responsibilities include:
-Learn our estimating software (D-Tools)
-Create customer estimates and proposals
-Learn the smart home and AV products we install
-Organize project documentation and customer records
-Place product orders with vendors when it's time
-Ensure products are shipped to the correct job site or customer address
-Track order status and shipping updates
-Update our project management app with order status and project progress
-Keep project information organized and accurate from start to finish
-Follow established workflows while identifying opportunities to improve efficiency

Ideal Experience:
-Executive Assistant or Operations Assistant
-Project Coordinator
-Administrative Assistant
-CRM or Project Management software
-Data entry with exceptional accuracy
-Inventory, purchasing, or order management experience is a plus

2. Learn Our Industry
You don't need years of AV experience, but you should genuinely enjoy learning technical products and new software.

You'll receive training on the technologies we install, including:
-Smart Home Automation
-Home Networking & WiFi
-Home Theater Systems
-Whole-Home Audio
-Security Cameras
-Access Control
-Lighting Control
-Motorized Shades

We're looking for someone who enjoys learning technical concepts and can become confident working with product names, equipment lists, and installation projects.

3. Executive Administrative Support
Once you're comfortable with our systems, you'll also help support the business owner by keeping administrative tasks organized.

Responsibilities include:
-Organize Gmail using labels, folders, categories, and automation
-Create Gmail filters and automation rules
-Apply Inbox Zero principles or similar email management systems
-Prioritize important emails while filtering low-priority messages
-Draft professional email responses for review
-Flag action items and important follow-ups
-Assist with calendar management and general executive support as needed

Ideal Experience:
-Executive Assistant supporting a CEO or business owner
-Gmail automation and Google Workspace
-Inbox Zero or similar productivity systems

The Ideal Candidate
We're looking for someone who:
-Thinks like an Executive Assistant, not just an Administrative Assistant
-Is extremely organized and detail-oriented
-Learns new software quickly and enjoys mastering systems
-Can understand technical products and workflows with training
-Notices problems before they're pointed out
-Builds systems instead of relying on memory
-Loves improving processes and keeping projects organized
-Can work independently with minimal supervision
-Maintains confidentiality and professionalism at all times
-Understands that helping the owner save time helps the business grow

If you've supported a CEO, founder, or operations team before and enjoy bringing structure to complex projects, we'd love to hear from you.