Executive Operations Assistant

About Us We're a growing residential renovation company based in Ontario, Canada. We specialize in kitchens, bathrooms, basements and additions, with a strong focus on professionalism, communication and creating an exceptional client experience. We're at an exciting stage of growth. Our systems are continually improving, and we're looking to incorporate more AI and automation into our business. We're looking for someone who is excited by that opportunity and wants to grow alongside us for years to come. This is not a typical virtual assistant position. I'm looking for someone who wants to become my trusted right-hand person. Someone who enjoys bringing order to chaos, improving systems, documenting processes, solving problems and making a business run more efficiently. About the Role Initially, you'll help with administrative and operational tasks that keep the business moving. As you learn the company, your role will naturally expand into helping improve our systems, workflows and processes. My goal isn't simply to delegate work. My goal is to find someone who continually asks: "How can we make this business run better?" If you enjoy creating order, thinking ahead and finding better ways of doing things, you'll probably enjoy this role. Responsibilities Responsibilities will grow over time and may include: Managing and organizing emails Calendar and appointment management Client follow-ups and communication Preparing documents and reports Buildertrend administration Organizing project files and documentation Creating and maintaining SOPs Organizing meeting notes and action items Researching software and AI tools Creating templates and checklists Helping improve workflows Identifying bottlenecks and suggesting solutions Assisting with project coordination Supporting marketing and administrative initiatives Other operational and administrative tasks as the business grows What I'm Looking For You are someone who: Loves organization Notices details others miss Thinks proactively instead of waiting for instructions Enjoys solving problems Likes improving systems and processes Communicates clearly Is dependable and honest Learns quickly Is comfortable with technology Is excited by AI and automation Wants a long-term working relationship I don't expect you to know everything on day one. I'm looking for someone who wants to learn the business, take ownership, and become an indispensable part of the team over time. Construction experience is a bonus, but not required. A positive attitude, curiosity and strong organizational skills are much more important. Software You'll Work With Experience with some of these is helpful, but not required. Google Workspace Microsoft Office Buildertrend ChatGPT and AI tools Canva QuickBooks Online Project management software If you're a fast learner, I'm happy to train the right person. Hours Approximately 5–10 hours per week to start Flexible schedule Opportunity for additional hours as the role grows Long-term position What Success Looks Like Within the first few months, I want to feel like I'm gaining a trusted partner rather than simply hiring an assistant. Over time, I'd love for you to become someone who: Spots problems before I do. Builds systems instead of temporary fixes. Keeps projects organized. Helps improve the business. Makes my day easier without needing constant direction. If we work well together, I see this becoming a significant long-term role as the company continues to grow. How to Apply To show you've read this posting carefully, please follow these instructions: - Start your proposal or first message with the words "Systems First." - Tell me about a process or system you've improved in a previous role. - What is your favourite productivity or AI tool, and why? - Tell me why this role interests you beyond simply looking for virtual assistant work. I will read every thoughtful application personally, but will only respond to those who have answered the 4 questions above. I look forward to finding someone who wants to build something meaningful together.