On-Site Executive Assistant & Operations Lead

Kingdom Roofing Systems; Marion (IN); On-site; USD 50,000 - 55,000; Full time

Job summary

Kingdom Roofing Systems is seeking a highly organized Executive Assistant to support the leadership team in Marion, Indiana. This full-time, in-person role focuses on calendaring, email management, meeting coordination, and operational support to keep executives focused and the organization scalable.

The position requires 2+ years of administrative experience, exceptional written and verbal communication, and strong discretion.

Qualifications

• 2+ years of administrative, operations, project coordination, or office management experience.
• Excellent written and verbal communication skills.
• Advanced organizational skills with the ability to prioritize multiple projects and deadlines.
• Ability to exercise discretion and maintain confidentiality.
• Experience managing executive calendars, schedules, and communications.
• Proficiency in Microsoft Office Suite, CRM software, and scheduling platforms.

Responsibilities

• Manage and protect leadership calendars, priorities, and schedules.
• Fully manage executive email accounts, including drafting and responding to communications on behalf of leadership when appropriate.
• Screen and prioritize emails, calls, meeting requests, and other incoming communications.
• Oversee final review and proofing of important company communications, ensuring accuracy, professionalism, and brand consistency.
• Maintain confidentiality regarding sensitive company, employee, and customer information.
• Assist leadership in planning and coordinating team meetings, leadership meetings, events, trainings, and company functions.
• Prepare meeting agendas, supporting materials, and meeting documentation.
• Record meeting notes, action items, and key decisions.
• Follow up with team members to ensure commitments and deliverables are completed accurately and on time.
• Evaluate meeting requests and coordinate meetings between leadership and team members when necessary.
• Assist with special projects and company initiatives while tracking deadlines, milestones, and accountability.
• Review company CRM workflows daily and communicate corrective actions when needed.
• Assist leadership with developing and implementing company policies, procedures, systems, and operational improvements.
• Assist in the creation, management, and organization of contracts, agreements, and company documentation.
• Maintain organized records and administrative systems that support company growth and scalability.
• Assist leadership with recruiting and employment marketing initiatives.
• Manage prospect pipelines for open positions.
• Coordinate interview scheduling, logistics, candidate communication, and follow-up.
• Attend key interviews, document interview notes, and coordinate next steps with hiring managers.
• Draft and manage Employment Agreements in collaboration with department leaders and company leadership.
• Support onboarding preparation and administrative setup for new team members.
• Coordinate staff events, trainings, and internal team activities.
• Make outbound customer calls for review generation and referral program awareness.
• Provide administrative support across departments as needed to ensure smooth daily operations.

Skills

Executive calendar management

Email management

Communication

Meeting coordination

Confidentiality

CRM software

Microsoft Office

Tools

CRM software

Microsoft Office Suite

Scheduling platforms

Job description

Kingdom Roofing Systems is seeking a highly organized Executive Assistant to support the leadership team in Marion, Indiana. This full-time, in-person role focuses on calendaring, email management, meeting coordination, and operational support to keep executives focused and the organization scalable.

The position requires 2+ years of administrative experience, exceptional written and verbal communication, and strong discretion.