We are seeking a highly reliable, trustworthy, and detail-driven Executive Assistant to support ownership across two companies: The Big Pond Ranch and Calcoast Glass Tinting. This role requires exceptional honesty, strong bookkeeping and job costing capabilities, advanced computer proficiency, and the ability to manage diverse operational demands. The ideal candidate is organized, proactive, and capable of operating with accuracy, discretion, and efficiency in a fast-paced, multi-business environment.
Key Responsibilities
Provide comprehensive administrative support for both The Big Pond Ranch and Calcoast Glass Tinting, including scheduling, email management, file organization, and customer communication.
Handle confidential information with absolute integrity, judgment, and discretion.
Perform bookkeeping duties for both companies, including invoicing, payment tracking, accounts payable/receivable, bank reconciliations, and financial record maintenance.
Conduct job costing activities, including tracking labor hours, material costs, vendor expenses, and preparing profitability data for review.
Prepare job files, proposals, estimates, operational reports, and property management documentation with exceptional attention to detail.
Maintain organized digital and physical filing systems for two businesses, ensuring accuracy, accessibility, and consistent data standards.
Update and manage CRM, scheduling systems, and project tracking tools for both companies.
Generate spreadsheets, financial summaries, operational reports, and other internal documents as needed.
Support vendor coordination, supply ordering, and operational logistics across both businesses.
Troubleshoot general technology issues and assist with implementing software or process improvements.
Provide flexible support for special projects and time-sensitive tasks as required by ownership.
Required Qualifications
Proven experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role.
Demonstrated honesty, integrity, and ability to handle confidential and financial information for multiple business entities.
Strong attention to detail, high accuracy, and exceptional organizational habits.
Bookkeeping experience, including AP/AR, invoicing, reconciliations, and financial recordkeeping.
Job costing experience with the ability to analyze labor, materials, and job-specific expenses.
High-level computer proficiency: Microsoft Office, Google Workspace, spreadsheets, cloud-based systems, and general tech fluency.
Excellent written and verbal communication skills.
Ability to prioritize, multitask, and independently manage workflows across two businesses.
Preferred Qualifications
Experience with QuickBooks or comparable accounting software.
Familiarity with CRM or scheduling tools used in service or property-related industries.
Background in construction, trades, property management, or project coordination.
If you want, I can also produce a job posting version specifically for Indeed, LinkedIn, or Craigslist.