Executive Assistant/Office Manager

Job Title: Executive Assistant and Office Manager

Reports to: Company Owner

Location: Remote with the ability to work from home. Candidate’s full-time residence must be located in the Greater Lynchburg or closely related area.

Delaney Windows and Doors, a Virginia window and door replacement company, is seeking to immediately hire an organized, motivated, and detail-oriented multi-tasker to join our team. This individual will provide high-level administrative support to the owner and manage the general day-to-day administration of the business.

Duties and Responsibilities

• Serve as key liaison between the owner and external partners, clients, contractors, and other stakeholders, providing excellent customer service and maintaining confidentiality of all business processes, partnerships, current and potential clients as well as staff.
• Responsible for fielding all inbound calls in a timely, professional manner, ensuring any voicemails received outside business hours are promptly returned briefing sales staff on prospective clients.
• Maintain a client database with meticulous detail to spelling and project information data entry.
• Monitor sales pipeline and provide aid, when needed, to ensure estimates are remitted, contracts are issued/received, and projects are scheduled.
• Assist with sales reports, sales forecasting, and marketing budget.
• Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins with clients, scheduling project start dates, and reservation and delivery of equipment, as needed.
• Provide clients with project timeline and set-up checklist ensuring the most efficient installation to provide minimal disruptions to their home or business.
• Provide high-level operational and administrative support to the owner, as needed.
• Manage inbound communications and task prioritization, including organizing and filtering emails as well as flagging and managing action items and tasks.
• Assist sales staff with appropriate preparation before meetings and client check-ins, including sales kits/materials, estimates, contracts, warranty claims, product shipments and coordination with third-party companies.
• Write and edit internal and external communications, including press releases, as needed.
• Assist with client status tracking from initial estimate through project completion as well as sending thank you cards and gifts accordingly.
• Maintain sales and marketing material kits and inventory.
• Oversee client invoicing.
• Manage company social media platforms and listings, including but not limited to, creating and posting content, running ads or promotions, monitoring inbound messages, comments, reviews, and performing market research on competitors. (Facebook, Instagram, LinkedIn, Google, Yelp, Angies List/Angi, etc.)
• Visit project sites to capture “before and after” photography. (Travel reimbursement/stipend available.)
• Other duties as assigned.

Additional Information

Education, Qualifications, and Requirements

• Equivalent to graduation from a four-year college or university. Additional professional or administrative experience may be substituted.
• Proven track record of excellent follow-through and accountability.
• Outstanding organizational skills and meticulous attention to detail.
• Ability to prioritize tasks and execute multiple projects simultaneously.
• A self-starter with the ability to work independently and without daily direction or leadership.
• Flexible and able to meet changing work needs and demands including learning new programs and systems.
• Prior administrative experience. Executive or management experience preferred.
• Enthusiasm to learn with a positive, “can-do” attitude.

Knowledge and Skills

• Proficient with Microsoft Office, including Word, Excel, PowerPoint; Google Suite including Gmail, Drive, Docs, Sheets, Forms
• Social Media Account Management
• Photoshop/InDesign/Canva or similar design knowledge a plus
• Pipeline CRM preferred
• Strong writing, proofreading, and verbal communication skills
• Excellent time management skills
• Ability to speak Spanish as a second language, a plus

Physical Demands

The physical demands listed below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable people with disabilities to perform the essential functions.

• Typing, writing, reading, hearing, and speaking
• Use of hands and fingers to operate office equipment
• Frequent sitting
• Standing, walking, kneeling
• Some lifting and carrying up to 30lbs
• Some travel may be required. Must have access to personal transportation and have a valid and active VA Driver’s License.

Working Hours

• 9am to 5pm, M-F, with some flexibility
• Willingness to work some evenings and weekends, as needed.
• Remote with the ability to work from home. Candidate’s full-time residence must be located in the Greater Lynchburg or closely related area

Salary

• This is a non-exempt hourly position

To Apply

Please send a cover letter and resume, and three references to info@delaneywindowsanddoors.com by January 5th, 2025.

We look forward to welcoming a dedicated professional who can contribute positively to our team dynamics while ensuring operational excellence within our office!

Job Type: Full-time

Benefits:

• Employee discount
• Flexible schedule

Schedule:

• 8 hour shift
• Monday to Friday
• On call
• Weekends as needed

Application Question(s):

• Are you located in the Greater Lynchburg (VA) area?

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Excel: 5 years (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)
• Administrative: 3 years (Preferred)

Experience:

• Microsoft Excel: 5 years (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)
• Administrative: 3 years (Preferred)

Experience:

• Microsoft Excel: 5 years (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)
• Administrative: 3 years (Preferred)

Language:

• English (Required)
• Spanish (Preferred)

Language:

• English (Required)
• Spanish (Preferred)

Location:

• Amherst, VA 24521 (Required)

Work Location: Hybrid remote in Amherst, VA 24521