Executive Assistant & Project Coordinator

Full-time · Remote

Location / Employment
Full-time, remote, ~40 hours/week. Must maintain reliable daily overlap with U.S. Eastern Time — partial overlap is fine (a morning or evening block), full EST coverage is not required.

About the Company
We are a high-performing, U.S.-based operation in the residential solar space, run by an independent sales and project-management professional in the Eastern U.S. The business covers booking and closing solar appointments, managing installations end to end, coordinating subcontractors, and overseeing a team of appointment setters. You would work directly with the principal — not inside a large corporate structure — which means real ownership, variety, and visible impact from day one.

About the Role
This role exists because the principal has outgrown his own calendar. In the past year the business scaled to the point where high-value selling time is being lost to administrative firefighting: projects stalling on a next step, leads going cold, personal admin piling up. We are hiring a proactive right hand to own the operational and administrative engine of the business so the principal can focus on revenue-generating work and reclaim some personal time. This is a true ownership role — you are the person who makes sure nothing slips.

Key Responsibilities

Solar Project Coordination

Track every solar project through each stage, from appointment to completion
Keep constant tabs on status and proactively push stalled projects forward so nothing sits idle
Coordinate third-party contractors (roofing, tree removal, etc.); request, organize, and compare quotes
Maintain clean, current project records and status visibility

Sales & Lead Follow-Up

Monitor and manage lead communication across text and email
Create and chase follow-up tasks ("call back in a week," "text to schedule") so no lead goes cold
Book appointments and place them on the calendar with realistic travel time and full context
Log deal notes (contact, interest level, location, next step) for every lead
Operate a shared SMS/VoIP system (e.g., SalesMsg) on the principal's behalf

Calendar & Communication

Own and protect the calendar
Triage inbox and texts; surface what needs the principal, handle what you can
Act as a reliable filter so nothing important gets buried

Finance & Administrative Tracking

Track finances across individual projects
Help coordinate payments to 1099 setters and contractors
Keep organized records of costs, quotes, and invoices

Personal Support (~35% of the role)

Schedule personal appointments (medical and similar)
Manage bill payment and recurring personal admin
Handle remote-manageable personal errands and logistics

Required Qualifications

2+ years as an EA, VA, or operations assistant supporting a founder, executive, or sales professional
Excellent written and spoken English
Demonstrated proactivity — you anticipate and act before being asked
Experience managing a pipeline, CRM, or multiple projects with many moving parts
Comfortable with phone and text-based communication and lead follow-up
Strong organization and task-tracking discipline; nothing falls through
Discretion with personal, financial, and business information

Preferred Qualifications

Background in solar, home services, real estate, construction, or another project-based, contractor-coordinated industry
Experience supporting a salesperson or sales team (appointment setting, lead nurture)
Familiarity with SalesMsg or similar VoIP/SMS tools, plus CRMs and Google Workspace
Light bookkeeping or project-finance tracking experience
A track record of working remotely with minimal supervision

Ideal Candidate Profile
You are highly organized, proactive, and self-directed. You take things off people's plates before they ask. You are comfortable operating without a detailed playbook — in fact, you prefer building the structure yourself. You follow through relentlessly, communicate clearly, and can be trusted with sensitive financial details and personal matters alike. You measure yourself by results, not hours, and you take pride in being the person who keeps everything moving.

Why This Role
Direct, daily access to a high performer, genuine ownership over how the business runs, and the room to grow the role as the business grows. The principal cares about results over everything else — do great work and you will be given more.

Executive Assistant / Project Coordinator - 22043