Executive Assistant

Position Overview:
In this dual role, you will be the backbone of both our day-to-day operations and the business owner’s personal productivity. You will oversee client relations, manage staff scheduling and field projects, keep our financial books accurate, and assist in driving growth through bid research and marketing coordination. The ideal candidate is a self-starter who thrives on organization, loves implementing systems, and can manage multiple priorities seamlessly.

Key Responsibilities:
1. Daily Administration & Scheduling

Check, filter, and organize company email inbox daily.

Promptly respond to routine client inquiries, converting leads into booked appointments.

Schedule walkthroughs, provide baseline estimates, and manage the master calendar.

Confirm daily/weekly employee schedules and assign tea ---------- mbers to job locations.

Send automated and personalized appointment reminders to both clients and cleaning staff.

2. Payroll, Invoicing & Basic Accounting

Track daily employee attendance and verify hours worked prior to payroll processing.

Keep precise payroll records and organize tax documentation.

Create and send client invoices promptly via our software system.

Monitor accounts receivable and follow up professionally on outstanding or unpaid balances.

Analyze job profitability and prepare summarized financial documents for our CPA.

3. Project Management & Client Relations

Monitor active residential and commercial cleaning jobs, keeping track of timelines and completion status.

Nurture client relationships: send thank-you emails, follow up after completed jobs to ensure satisfaction, and proactively request Google reviews.

Manage our client CRM database, ensuring accurate contact details and recurring schedule setups.

4. Marketing Coordination & Growth

Coordinate with the field team to collect before-and-after photos of completed work and upload them to our channels.

Assist in keeping our website updated with accurate services and specials.

Coordinate and draft content for our monthly email newsletters to keep clients engaged.

5. Bidding, Compliance & Vendor Operations

Research new commercial and government contract/bid opportunities in Connecticut.

Complete and organize required paperwork for submitting bids.

Maintain company certifications, monitor insurance renewals, and ensure all business licenses and permits remain current.

Keep our company capability statements up to date.

Organize and manage vendor contact lists and corporate documents.

6. Executive Support

Manage the owner's professional and personal calendar.

Book meetings, set reminders, and coordinate travel logistics when necessary.

Attend key meetings, take detailed notes, and organize action items for the owner.