Senior Executive Assistant / Executive Operations Coordinator

Company: Pacific Sands
Industry: Architecture, Engineering & Construction
Website: ----------

About Us

Pacific Sands is a Southern California design and engineering company specializing in residential and commercial projects. We're looking for an experienced, highly organized Executive Assistant to work directly with our company owner and help manage daily operations.

We need someone proactive, resourceful, tech-savvy, and capable of handling responsibilities independently.

Key Responsibilities

Manage executive calendars, email s, meetings, and scheduling.
Work daily in our CRM to manage leads, customers, and sales opportunities.
Prepare and send proposals, contracts, agreements, and other documents.
Help Follow up with customers, employees, and vendors.
Track assignments, deadlines, and outstanding tasks across departments.
Assist with invoicing, payment follow-ups, and client onboarding.
Coordinate communications through Slack and Google Workspace.
Handle research, administrative requests, and special projects.

3+ years of Executive Assistant or similar administrative experience.
Excellent written and spoken English.
Must work US Pacific business hours (8 AM–5 PM).
Strong CRM experience and ability to learn new software quickly.
Proficient in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive).
Experienced with Slack or similar communication tools
Strong organizational, multitasking, and problem-solving skills.
Ability to work independently with minimal supervision.

Preferred Experience
GoHighLevel (GHL) experience is a major plus.
Supporting a CEO, founder, or business owner.
Preparing contracts, proposals, and managing sales pipelines.
Familiarity with ChatGPT, Zapier, and AI automation tools.
Experience in construction, engineering, real estate, or professional services.

Schedule & Compensation
Full-time, remote position.
US Pacific business hours required.
Long-term opportunity with growth potential.
Compensation based on experience.
We're looking for someone who takes initiative, follows through, and helps keep the entire business running smoothly.