Executive Assistant/Office Manager

Executive Assistant

Zachary Builders | Newark, Ohio

Employment Type

Part-TimeHours: Approximately 20 hours per week, with flexibility for more or fewer hours depending on workload, efficiency, and company needsCompensation: 18–20 per hour, based on experience and qualificationsReports To: Owner / CEO

Position Overview

Zachary Builders is seeking a highly organized, dependable, and proactive Administrative Coordinator to provide direct administrative support to the Owner/CEO while assisting with the company's daily office operations.

This is a versatile, hands-on position requiring someone who enjoys variety, takes initiative, communicates effectively, and can confidently manage multiple responsibilities.

The ideal candidate is a detail-oriented problem-solver who can anticipate needs, maintain organized systems, and help ensure that important tasks are completed accurately and efficiently.

This individual will work closely with company leadership while providing administrative support to other departments as needed.

Key Responsibilities1. Executive Assistance

• Provide direct administrative and organizational support to the Owner/CEO.
• Assist with calendar management, scheduling, appointments, and meeting coordination.
• Help organize and prioritize administrative tasks, deadlines, and follow-up items.
• Draft, organize, and manage correspondence as directed.
• Assist with research, special projects, and miscellaneous business needs.
• Maintain confidentiality when handling sensitive company, employee, and customer information.
• Proactively identify opportunities to improve efficiency and reduce administrative demands on leadership.

2. Office Administration & Data Management

• Accurately enter, update, and maintain information in our Construction Management System (Buildertrend) and other company systems.
• Collect, organize, upload, and appropriately categorize receipts and invoices.
• Assist with accounts payable and receivable tracking and administrative documentation.
• Maintain organized digital files, project records, contracts, and other company documents.
• Prepare and update spreadsheets, reports, and administrative records.
• Assist with organizing and tracking purchase orders, vendor documentation, and project expenses.
• Support general office operations and administrative workflows.
• Ensure records and documentation are accurate, current, and readily accessible.

3. Errands & Operational Support

• Pick up construction drawings, blueprints, and printed documents.
• Pick up, submit, or deliver permits and other project-related paperwork.
• Deliver documents, supplies, or small materials to job sites as needed.
• Coordinate occasional pickups or deliveries with suppliers and vendors.
• Assist with miscellaneous business-related errands and logistical needs.
• Support office and field personnel with administrative or logistical tasks as directed.

4. Customer & Internal Communication

• Answer and respond to customer phone calls, emails, and general inquiries.
• Communicate professionally with customers, vendors, subcontractors, and business partners.
• Facilitate communication between company departments and personnel.
• Assist with customer follow-ups, scheduling, and routine project correspondence.
• Ensure messages, requests, and important information reach the appropriate team members.
• Track outstanding communications and follow up as necessary.
• Help maintain a consistent, professional customer experience.

5. Social Media & Content Posting

• Assist with maintaining Zachary Builders' social media accounts, including Facebook and Instagram.
• Upload, schedule, and publish photos, videos, project updates, and other content provided by company leadership or team members.
• Prepare simple captions and post descriptions using information and direction provided by the company.
• Follow an established posting schedule and content guidelines determined by company leadership.
• Organize and maintain a library of project photos and other social media content.
• Monitor social media messages and comments, responding to routine inquiries or directing them to the appropriate team member.
• Ensure published content is accurate, professional, and consistent with company guidelines.

This position is not responsible for developing marketing strategies, creating marketing campaigns, generating original marketing content, or determining social media posting frequency. Marketing direction, content priorities, and posting expectations will be established by company leadership.

Required Qualifications

• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently with minimal supervision.
• Strong time-management skills and ability to prioritize competing responsibilities.
• Proficiency with computers, email, spreadsheets, and common office software.
• Ability to accurately manage data, records, and documentation.
• Professional, dependable, and trustworthy.
• Strong problem-solving skills and a proactive attitude.
• Ability to maintain confidentiality.
• Willingness to learn new software and administrative processes.
• Valid driver's license and reliable transportation for occasional business errands.

*Preferred* Qualifications

• Previous experience in administrative support, office administration, or an assistant role.
• Experience in construction, remodeling, or a related industry.
• Familiarity with Buildertrend or similar project management software.
• Experience with invoice processing, expense tracking, or basic bookkeeping.
• Basic familiarity with Facebook, Instagram, or social media scheduling tools.
• Familiarity with Google Workspace or Microsoft Office.

Ideal Candidate

We're looking for someone who is:

Highly Organized

Naturally creates structure, maintains accurate records, and keeps important details from being overlooked.

Proactive

Recognizes what needs to be done and takes initiative without constant reminders.

Dependable

Follows through on commitments and consistently completes assigned responsibilities.

Adaptable

Comfortable moving between administrative work, communication, social media posting, and occasional errands.

Detail-Oriented

Understands the importance of accuracy in financial records, customer communication, and project documentation.

Efficient

Manages time wisely, prioritizes responsibilities, and looks for ways to simplify processes.

Professional

Represents Zachary Builders with courtesy, integrity, and a customer-focused attitude.

Resourceful

Willing to research solutions, learn new skills, and help wherever needed.

Schedule & Compensation

This is a part-time position averaging approximately 20 hours per week.

Actual hours may increase or decrease based on company workload, operational needs, and the efficiency with which responsibilities are completed.

The position requires availability during agreed-upon business hours and the flexibility to complete occasional off-site errands.

Compensation

$18–20 per hour, commensurate with experience and qualifications.

What Success Looks Like

Success in this position means

• The Owner/CEO receives dependable administrative support and can devote more attention to leadership, sales, and business development.
• Receipts, invoices, and company records are organized, accurate, and current.
• Administrative tasks are completed without unnecessary delays or repeated reminders.
• Customers and team members receive timely, professional communication.
• Business errands and logistical needs are handled efficiently.
• Social media content provided by the company is published accurately and consistently according to the established schedule.
• Office personnel and field teams receive reliable administrative support.
• Company operations become more organized, efficient, and streamlined.

About Zachary Builders

Zachary Builders is a residential remodeling and construction company serving Central Ohio.

Our vision is Better Homes. Stronger Communities.

We are committed to delivering excellent craftsmanship, building lasting relationships, and operating with integrity.

Our core values of Honor, Excellence, Integrity, Building, and Simplicity guide how we serve our customers, support our team, and conduct our business.

We believe strong communication, effective organization, and dependable team members are essential to providing an exceptional customer experience.

Pay: $18.00 - $20.00 per hour

Expected hours: 15.0 – 30.0 per week

Benefits

• Flexible schedule
• Paid time off

Ability to Commute

* Newark, OH 43055 (Required)

Work Location: Hybrid remote in Newark, OH 43055