Administrative Assistant & Operations

Company: GrayCollar – Growing Service Company in Southern Utah

At GrayCollar, we never say “no” to our clients, and we don’t settle for average. We are a fast-growing service company that treats our team like family. As we scale, we’re looking for a proactive, high-agency right-hand person to help the executive team move out of the daily weeds and into strategic growth.

You aren’t just an assistant — you’re a key component in our operations engine. This hybrid role blends sharp administrative skills with real operational ownership. We need someone who thrives when given a desired outcome and independently solves problems, builds systems, and innovates — especially with AI — to deliver results without micromanagement.

About the Role

You’ll act as a trusted partner who anticipates needs, documents processes, removes bottlenecks, and uses emerging tools to help us scale efficiently while maintaining quality in a busy, evolving environment.

Key Responsibilities

• Systems & SOPs: Create, refine, and maintain Standard Operating Procedures for scalable operations.
• Autonomous Outcomes: Take high-level goals (e.g., streamline reporting, reduce bottlenecks, improve customer follow-up) and independently research, test, and implement solutions — including AI-powered automations.
• Executive Support: Manage communications, calls, texts, emails, and inbox prioritization.
• Financial & Operations Support: Handle QuickBooks invoicing/expenses, payroll assistance, inventory tracking, supplier relationships, and field operations coordination.
• AI & Innovation Champion: Proactively use strong AI prompting skills and modern tools to automate work, generate insights, and improve efficiency by identifying AI tools and innovation that will help the business run better.
• Problem Solving: Tackle ad-hoc projects and remove operational burdens from leadership.

What We’re Looking For

* High-agency critical thinker and self-starter...