Executive Assistant

Contract Spec Associates; Franklin (TN); Hybrid; USD 34,000 - 55,000; Part time

Job summary

Contract Spec Associates is seeking a highly organized Executive Assistant to support ownership with daily operations, executive administration, and client coordination in a hospitality FF&E and architectural sales agency.

This hybrid, 1099 contract role requires experience in FF&E quoting, strong Excel/PowerPoint skills, and familiarity with Salesforce and QuickBooks to keep projects on track and help grow the business. Weekly on-site work at the home office is expected.

Qualifications

• Minimum of 6 months executive assistant experience.
• Experience quoting FF&E, commercial lighting, or architectural finishes.
• Strong MS Excel and PowerPoint skills.
• Working experience with Salesforce and QuickBooks.
• Exceptional time management, detail orientation, and multi-tasking in a multi-channel environment.

Responsibilities

• Executive Administrative Support: Manage executive calendar scheduling, screen and draft email communications, handle incoming calls, and manage daily priorities.
• Sales & Quoting Support: Prepare and process complex lighting, furniture, and specialty fireplace quotes; conduct proactive follow-ups with designers, specifiers, purchasing agents, and reps.
• Social Media Management: Monitor, assist with, and support content updates across company social media channels to drive brand awareness and engagement.
• Operations & Logistics Assistance: Track order status, liaise with manufacturing partners, and assist with shipping/supply chain logistics.
• System & CRM Management: Maintain client records, project pipeline activity, and line items in Salesforce.
• Presentation & Financial Support: Create client-facing PowerPoint proposals and handle light administrative tracking in QuickBooks and Excel.

Skills

Executive Assistant

Lighting Quoting

MS Excel

PowerPoint

Salesforce

QuickBooks

Time management

Job description

Job Description

Job Description

** Executive Assistant – Hospitality, FF &E & Architectural Sales Agency**

** Job Type:** Contract (1099)

** Location:** Hybrid – Work from Home + Weekly On-Site at Home Office

** Schedule:** Flexible / Daytime Business Hours

** Compensation:** Competitive Hourly Rate + Opportunities for Income Growth

** About Us**

We are a dynamic, multi-channel sales agency operating across commercial hospitality, high-end residential design, architectural finishes, and interior procurement.

Our business operates across several core verticals:

• ** Contract & Hospitality Representation:** Representing premier lighting and FF&E (Furniture, Fixtures & Equipment) manufacturers to interior designers, architects, commercial specifiers, residential designers, and purchasing agents.
• ** Specialty Architectural Distribution:** Serving as a distribution partner for premier specialty lines, including Mason Fireplaces.
• ** FF &E Purchasing Division:** Supporting independent procurement and sourcing for lines outside our direct representation portfolio.

** Role Overview**

We are seeking a highly organized, proactive Executive Assistant to support ownership with daily operations, executive administration, and client support. In this role, you will help ownership balance time, manage critical communications, support sales reps, and help manage our digital presence across social media channels.

** Key Responsibilities**

• ** Executive Administrative Support:** Manage executive calendar scheduling, screen and draft email communications, handle incoming calls, and manage daily priorities.
• ** Sales & Quoting Support:** Prepare and process complex lighting, furniture, and specialty fireplace quotes; conduct proactive follow-ups with designers, specifiers, purchasing agents, and reps.
• ** Social Media Management:** Monitor, assist with, and support content updates across company social media channels (Instagram, LinkedIn, etc.) to drive brand awareness and engagement.
• ** Operations & Logistics Assistance:** Track order status, liaise with manufacturing partners, and assist with shipping/supply chain logistics.
• ** System & CRM Management:** Maintain client records, project pipeline activity, and line items in Salesforce.
• ** Presentation & Financial Support:** Create client-facing PowerPoint proposals and handle light administrative tracking in QuickBooks and Excel.

** Qualifications & Key Skills**

** Required**

• ** Executive Assistant Experience:** Minimum of 6 months
• ** Lighting & Furniture Quoting Experience:** Experience quoting FF&E, commercial lighting, or architectural finishes.
• ** Software Proficiency:** Strong skills in MS Excel and PowerPoint.
• ** Systems Familiarity:** Working experience with Salesforce (or similar CRM platforms) and QuickBooks.
• ** High Organization:** Exceptional time management, detail orientation, and multi-tasking abilities in a multi-channel environment.

** Preferred / Big Plus**

• ** Social Media Savvy:** Basic familiarity with managing and monitoring professional social media platforms.
• ** Logistics or supply chain background** within the commercial interior, construction, or furniture industry.
• ** Familiarity with the hospitality/architectural design ecosystem** (working with designers, specifiers, purchasing houses, and sales reps).

** Work Environment & Growth**

• ** Hybrid Model:** Work remotely from home, with weekly scheduled collaborative sessions at the owners' home office.
• ** Contract Structure:** Initial contract position with significant opportunities for expanded responsibility and income growth as the business expands.