Executive Business Administrator

We are seeking a highly organized and proactive Virtual Executive Assistant to support our business owner in the agricultural and landscaping sector. In this role, you will work directly with the founder of a well-established 30-year-old business group specializing in landscaping, tree farming, and farm labor contracting. The goal is to provide high-level support that enables the owner to buy back their time, reduce day-to-day operational load, and focus on strategic initiatives, client relationships, and business growth.

• Email & Calendar Organization: Organize and maintain the owner's email accounts, ensuring messages are sorted, prioritized, and accessible for timely follow-up. Flag, sort, and prioritize messages for follow-up (especially from key stakeholders and vendors). Create a dedicated company email for invoice monitoring and ensure timely tracking of accounts payable. Coordinate and manage a flexible calendar, scheduling ad hoc site visits, meetings, and travel with minimal disruptions.
• Research: Conduct competitive pricing research in farm labor contracting and tree sales. Perform industry analysis and regional business research (e.g., exploring beachside landscape project opportunities post-hurricane). Research and recommend tools or CRMs to streamline the business. Gather weekly job costing data by prompting managers to complete cost summary forms.
• SOP Creation: Develop and document standard operating procedures for key business workflows. Assist in planning and executing a new website and online presence strategy.
• Project Management: Help oversee special projects (e.g., building worker housing, managing subcontractors). Create timelines and accountability checkpoints for team members involved in special projects. Maintain clear communication logs and reminders related to permit applications, contractor hiring, and inspections. Collaborate with the owner and rotating project leads.
• CRM Management: Research, recommend, and help set up a CRM system for managing leads and client follow-ups. Create and maintain customer profiles and engagement records. Support re-engagement of potential leads via email and text messaging. Create a system for logging, tracking, and nurturing leads to boost conversion. Track inquiry status, quote completion, and interest levels.
• Social Media Management: Assist in building an online presence from the ground up. Plan, create, and schedule posts showcasing landscaping and tree farming projects. Explore targeted outreach campaigns. Support with basic graphic design and content creation.
• Customer Service: Monitor and respond to vendor and customer inquiries across channels (email, phone, social media, website). Route requests to appropriate internal teams. Follow up on quotes and ensure closure of customer requests. Set up and manage a US-based business phone line to take messages, place calls, and send texts. Maintain professional communication with leads and clients. Monitor tax deadlines and financial obligations. Coordinate with an existing part-time bookkeeper by tracking due payments and tax deadlines. Monitor a dedicated inbox for invoices and escalate payment reminders when necessary.
• Personal Tasks: Assist with personal travel planning: flights, accommodations, and local bookings.

• 3–5+ years experience in high-level executive or administrative assistant roles, supporting senior leadership and managing diverse operational responsibilities.
• Excellent written and verbal communication skills, with preference for a neutral to American accent.
• Experience in project coordination and remote team support is highly preferred.
• Strong working knowledge of Google Workspace, Microsoft Office Suite, and modern productivity tools, with the ability to leverage them for efficient task management and team collaboration.
• Knowledge or experience using phone and text communication platforms such as Google Voice, JustCall, or similar tools, with the ability to handle customer service inquiries and support communication workflows.
• Experience in managing and scheduling content across social media platforms (e.g., Facebook, Instagram, LinkedIn).
• Proficiency in QuickBooks is preferred but not required; willingness to undergo training is expected.
• Knowledge or understanding of basic financials, bookkeeping, or analysis is preferred but not required.
• Proven ability to multitask and manage multiple projects simultaneously while maintaining strong organizational systems.
• Ability to work independently, take initiative, and implement new systems and processes (e.g., SOP creation, CRM setup, lead follow-up workflows).
• Possesses a proactive mindset and the ability to anticipate the business owner's needs while balancing professional and personal support tasks.

• Basic Monthly Salary
• 13th Month Pay
• Remote Work Setup
• Monday to Friday, 8:00am-5:00pm EST (40 hours per week)

Job Types: Full-time, Permanent