Executive Assistant / Office Manager
W3Global
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Job summary
W3Global is seeking a proactive, detail‑oriented executive assistant to support the owner and coordinate across departments in a growing business. This hybrid role combines high‑level scheduling with hands‑on operational support to keep priorities moving forward.
You will own the owner’s calendar, manage meetings and reporting, shield time for strategic work, and drive close‑out on open items. You’ll also handle recruiting, insurance, vendor quotes, invoicing, and site communications.
Qualifications
- Experience supporting an executive or owner.
- Strong calendar management and scheduling accuracy.
- Proactive, detail‑oriented approach to coordinating multiple teams.
Responsibilities
- Own the owner’s calendar, schedule meetings, and protect time for priorities.
- Coordinate cross‑department communication and drive follow‑up to closure.
- Manage reporting, receivables, vendor quotes, and contract reviews.
- Lead recruiting processes for open roles and maintain candidate pipelines.
- Handle insurance administration, accounts payable/receivable coordination, and client communications.
Skills
Tools
Job description
Our client is growing fast - and Our client needs someone who can bring order to it while it's still moving.
Our client is growing fast - and Our client needs someone who can bring order to it while it's still moving.
This is a hybrid role: part right hand to the owner, part communication hub for the business.
You’ll manage the owner's priorities and reporting, run the meeting cycle, coordinate between departments, and drive follow-up until things are actually closed.
You’ll fill our open roles, handle Our client’s insurance, price check Our client’s service providers, and research the opportunities Our client is weighing next.
Some days that means protecting the owner's time and chasing decisions to closure. Other days it means calling a customer about a site issue, collecting on a past-due account, or figuring out a software platform nobody here has used before.
This is not a job for someone who needs to be told what to do. It's a job for someone who sees what's incomplete and moves it forward without being asked.
Our client operates across trucking and grading, aggregate sales, and two retail yards, and Our client is actively expanding into a contractor company and a potential landscape acquisition. You’ll help build the administrative foundation that holds all of it together.
- Four things run this company. They're not posters on a wall - they're how we make decisions and how we evaluate each other.
- Pursue Excellence. Good enough isn't. Our client would rather do it properly the first time than explain it later. That applies to a customer job, an invoice, and an email.
- Show Others You Care. Customers, drivers, vendors, field crews, and each other. You'll never be the reason someone felt like an inconvenience.
- Be Part of the Solution. Anyone can identify a problem. Our client is looking for the person who brings the fix - or at least the first three options.
- Train, Train, Train. We invest in people who want to get better. You'll be learning constantly, and you'll be expected to teach what you know rather than keep it in your head. Knowledge that only lives with one person is a liability to all of us.
Build and deliver the recurring reports the owner and management team run the business on - receivables, open jobs, hiring status, outstanding items across departments. Pull the data from the systems yourself, put it in a format people can act on, and get it out on schedule without being asked twice. When the numbers look wrong, you flag it rather than passing it along.
Own the meeting cycle end to end. Set the schedule, build the agenda, make sure the right people and the right information are in the room, capture decisions and action items, and circulate them afterward. Meetings should start with everyone prepared and end with everyone clear on who owns what by when.
Own the owner’s calendar - not just booking what comes in, but protecting the time that matters, resolving conflicts before they surface, building in travel and prep time, and keeping the schedule accurate as the day changes. Manage the owner’s inbox and priorities, and chase down the answers, approvals, and documents needed so decisions don’t stall. Act as a trusted filter - you’ll know what needs the owner and what you can handle yourself. You’ll also take on ownership tasks and one-off projects as they come up, which in a business this size means the work won’t always fit a job description.
This is the core of the job. You track every commitment - the owner’s, the departments’, the customers’, your own - and drive it to closure. You follow up before something becomes a problem, not after. Nothing gets dropped because someone forgot to circle back, and nobody has to wonder where a request landed.
Keep office, dispatch, yard, field, and management working off the same information. Move updates between departments before the gap causes a problem, chase the answers that are holding someone up, and make sure a decision made in one place actually reaches the people it affects. You’re coordinating communication between these teams, not running their day-to-day operations.
You’re the client-facing point of contact in three areas: active jobs, issues that come up on site, and accounts receivable. Capture job details, keep HubSpot current, and communicate changes before they become customer surprises. When something goes sideways on a site, you’re the one keeping the customer informed. When an account goes past due, you’re the one making the call. This role does not run dispatch or scheduling - you’re the communication layer around the work, not the person routing trucks.
Run shared inboxes, calendars, files, and records. Route calls, emails, and requests. Track open items until they’re closed, not just acknowledged.
Track open accounts, follow up with customers on outstanding and past-due balances, and provide weekly receivables updates to the owner. Keep job documentation organized and complete so billing goes out clean. You won’t be preparing or sending invoices - but you will be the one making sure Our client gets paid.
Assist with vendor payments - gather and organize incoming vendor bills, match them against what was actually ordered and received, chase approvals, and make sure Our client’s vendors get paid on schedule. When a vendor invoice doesn’t match, you sort it out with them before it becomes a problem.
Work between accounting and operations to resolve billing problems on both sides - a job billed wrong, a vendor charge nobody recognizes, a discrepancy between what the field says happened and what the paperwork shows. You’ll gather the facts from the people who have them, get to the answer, and close it out. Accounting shouldn’t have to chase operations, and operations shouldn’t have to chase accounting - that’s your job.
Maintain accurate product, pricing, and order information across both yard locations. Document sales, deliveries, and outstanding balances.
Own the hiring process for open vacancies end to end: write and post jobs on Indeed, manage the applicant pipeline, screen resumes, schedule and conduct first-round interviews, complete reference checks, and keep candidates moving so good people don’t go cold waiting on us. You’ll hand the owner a short list of qualified, vetted candidates - not a full inbox.
Maintain employment documentation and employee files, keep training documents and certifications current and on file, and run new hire onboarding from offer through first week. This role does not handle payroll.
Handle Our client’s insurance administration across the businesses - policy documentation, renewals, certificates, adding and removing equipment and vehicles, employee benefit enrolment, and acting as our point of contact with brokers. Keep coverage current and make sure nothing lapses.
Price check Our client’s service providers and suppliers, gather and compare quotes, and read the contracts closely enough to spot what matters - auto-renewals, rate escalations, termination terms, and costs buried below the headline number. Bring the owner a clear comparison and a recommendation, not a stack of PDFs.
Maintain vendor accounts, subcontractor documentation, and certificates of insurance.
Research new business opportunities as we grow - markets, competitors, suppliers, equipment, potential acquisitions, and anything else the owner is weighing. Go find the answer, verify it, and bring back something useful.
Assist with marketing as needed - website and listing updates, job and service postings, print and signage coordination, social content, and keeping Our client’s information consistent across every channel where a customer might find us.
Source reports, chase down vendor support, evaluate tools, and run setup and launch on new platforms. Build repeatable systems that work across multiple companies and locations as we grow - documented well enough that someone else can run them, and taught to the people who need them. When a tool is new to you, you’ll learn it - not wait for someone to train you on it.
- You know the most important priorities before the day gets busy - the owner’s and the business’s
- Customers have accurate, timely information
- Open roles are moving - candidates are screened, scheduled, and never left waiting
- Office, dispatch, yard, and field are all working off the same information
- Reports land on time, in the owner’s hands, without a reminder
- Meetings start prepared and end with clear owners and deadlines
- Orders and paperwork move without unnecessary follow-up
- Billing questions get resolved between accounting and operations without landing on the owner’s desk
- The owner is never surprised by missing information or unresolved issues
- Something broke, and you fixed it before it reached anyone else’s desk
- Open items are tracked visibly and closed deliberately
- You bring energy to the day. A genuinely positive attitude that holds up on the messy days, not just the good ones.
- You own the outcome, not the hours. You care that the work lands well and you’ll see it through. Our client is not looking for someone counting down to the end of the day.
- You solve problems creatively. When the obvious path is blocked, you find another one instead of bringing back a list of reasons it can’t be done.
- You run independently. Give you the goal and the context and you’ll take it from there - checking in when it matters, not at every step.
- You have honest conversations. You’ll flag a concern, push back on a bad idea, and say the uncomfortable thing early. Respectfully and directly, but you’ll say it.
- You’re genuinely fluent with AI. Not occasional ChatGPT lookups - you actively use AI tools to draft, summarize, research, and shorten your own workflows. If you’ve used AI to clean up a data set, build a process, or cut a recurring task in half, tell us about it.
- You’re looking to grow. This isn’t a role you settle into and coast. This company is expanding and so is this role - we want someone taking on more over time, actively working on getting better, and growing into whatever the business needs next. If you want a job that looks exactly the same in three years, this isn’t it.
- You’re digging in and figuring it out. New system, no instructions, no precedent? You start pulling threads. You’d rather learn the platform than elevate the problem.
- Demonstrated calendar management experience - you’ve owned an executive’s or a business’s calendar, handled competing demands, and kept it accurate under pressure
- A real system for organizing and prioritizing your work, and it runs digitally. Notion, Asana, ClickUp, Monday, Trello, Outlook or Google Tasks, a structured spreadsheet - the specific tool is up to you, but a notepad and sticky notes will not work in this role. You’ll be tracking commitments across multiple companies, departments, and locations, and that has to be visible to more people than just you.
- Experience in office administration, executive support, or operations - construction, trucking, aggregate, landscaping, distribution, or logistics preferred
- Strong organization and follow-through - you close the loop
- Comfort working with customer accounts, vendor bills, job documentation, and outstanding balances
- Experience resolving billing discrepancies across departments - you can chase down the facts and get to an answer
- Recruiting experience - posting and managing vacancies on Indeed, screening applicants, interviewing, and conducting reference checks
- Clear written and verbal communication, including direct customer conversations about job status, site issues, and past‑due accounts
- Ability to prioritize changing demands without losing control of details
- Strong research skills and comfort reading contracts, quotes, and service agreements critically
- Strong computer skills and real confidence learning new business systems on your own
- Professional judgment with confidential information
- A growth mindset - you want to develop, take on more, and grow with a company that’s growing
- Experience supporting an owner, executive, or leadership team directly
- Experience with commercial insurance administration or vendor contract management
- Marketing exposure - website updates, social content, or coordinating print and signage
- Experience with HubSpot or another CRM
- Familiarity with aggregate materials, grading, drainage, or material delivery
- Experience supporting multiple location or companies
- Bilingual (English/Spanish) - an asset, not a requirement
- Tell the truth when something is incomplete or wrong
- Follow through without being reminded
- Communicate problems early, not after
- Take ownership instead of waiting for someone else to notice
- Treat every customer, driver, vendor, and field employee with respect
If that sounds like you - we want to hear from you.
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