Executive Assistant (Job ID: ERIJAZ1EA)

About the Client:

Our client is a premier, rapidly growing specialty contracting business based in Michigan, USA, specializing in high-value asset protection across commercial and industrial sectors.

Led by a forward-thinking, tech-curious Founder, the company has a strong local operations team supporting on-the-ground technicians and customer intake. To support their next phase of expansion, the Founder is seeking a dedicated right-hand partner to modernize back-office operations and streamline systems—allowing the local team to double down on face-to-face client engagement and sales.

About the Role:

This is the Founder’s first dedicated Executive Assistant hire. Previously, administrative support focused purely on field operations, leaving executive-level strategy and back-office optimizations without direct support.

As the Founder's direct right hand, you will bridge the gap between executive strategy and daily execution. This is not a traditional calendar-management EA role It is an operations-focused position built around AI integration, data integrity, phone support, and CRM management.

You will serve as the technical and operational engine of the back office: leveraging Claude to build efficient AI-driven workflows, taking incoming calls, and taking complete ownership of Housecall Pro (the company's core CRM) to elevate operational performance across the board.

Key Responsibilities

AI Workflows & Back-Office Intelligence (Core Focus)

• Build & Deploy AI Tools: Utilize Claude and other AI platforms to automate reporting, organize messy data, draft operational frameworks, and streamline internal processes.
• Data Management & Analysis: Pull, synthesize, and run weekly operational and financial reports.
• Quality Assurance & Auditing: Serve as the final gatekeeper for data accuracy. Analyze numbers to ensure they make sense before presenting them.

CRM & Customer Communication Ownership

• Housecall Pro Master: Take end-to-end ownership of Housecall Pro. Manage customer records, system updates, workflows, and backend optimizations.
• Inbound Call & Customer Management: Serve as a frontline voice of the business during high-volume periods, using Housecall Pro’s integrated VoIP system to handle incoming calls from customers and vendors.
• Process Optimization: Identify operational bottlenecks, map out standard operating procedures (SOPs), and build tech solutions to eliminate friction.

Executive Support & Operational Shielding

• Prioritization & Pushback: Filter executive ideas, prioritize high-impact tasks, and push back constructively when needed to keep daily workflows on track.
• Cross-Team Collaboration: Coordinate with local office teams to ensure smooth handoffs between customer intake, field technicians, and back-office systems.
• Project Ownership: Shield the Founder from low-level operational churn, taking complete ownership of assigned projects from concept to completion.

Qualifications & Skills

• Software Mastery (Housecall Pro): Direct experience with Housecall Pro is a major plus. Otherwise, you must possess the technical aptitude to master its CRM and voice features quickly.
• Proven AI Fluency: Must have active experience using Claude (and similar LLMs) to write prompts, organize unstructured data, and build efficient daily workflows.
• Strong English Communication: Clear, professional verbal and written English for customer phone support and internal communication.
• High Critical Thinking & Business Acumen: You don't blindly execute tasks. If a report displays $2M instead of $20K, you notice the anomaly, investigate the cause, and fix it before passing it along.
• Thick Skin & Boundary Management: Comfortable with direct, candid communication. You have the confidence to push back on non-urgent directives and manage competing priorities effectively.
• Proactive Initiative: You don't wait for step-by-step instructions. You see operational gaps and take the lead in fixing them.

Tech Stack

• HouseCall Pro
• Claude AI
• Microsoft 365