Executive Virtual Assistant | Customer Success Coordinator

Executive Virtual Assistant
About Us
We are a growing residential painting company serving the New Orleans, Louisiana market. We pride ourselves on delivering exceptional customer service and operational excellence. As our business continues to grow, we're looking for a proactive, highly organized Executive Virtual Assistant to help streamline our administrative operations and improve customer communication.

This is a long-term opportunity for someone who enjoys taking ownership, improving systems, and becoming an integral part of a growing business.

Position Overview
We are looking for a full-time Executive Virtual Assistant who can manage inbound customer communication, maintain our CRM, support back-office administration, and help improve internal processes.

This role is ideal for someone who is proactive, highly organized, confident communicating with customers, and comfortable learning new technology. We're looking for someone who doesn't simply complete assigned tasks but actively looks for ways to improve efficiency and solve problems.

Key Responsibilities
Customer Communication
● Answer inbound phone calls professionally and confidently.
● Contact inbound leads using a provided sales script.
● Schedule appointments and follow up with prospective customers.
● Provide outstanding customer service while maintaining a friendly, professional demeanor.
CRM Management
● Manage and maintain our CRM (DripJobs).
● Keep customer records accurate and up to date.
● Monitor lead progression through the sales pipeline.
● Learn the CRM in depth and become an internal expert on its features and automation
capabilities.
Administrative Support
● Perform general administrative and data entry tasks.
● Maintain Google Sheets and spreadsheets.
● Update financial tracking spreadsheets (data entry only).
● Organize business documentation and records.
Operations Support
● Help document and create Standard Operating Procedures (SOPs).
● Assist with improving administrative workflows.
● Recommend operational improvements where appropriate.
● Support project management and task tracking.
Technology & AI
● Utilize AI tools such as ChatGPT and other large language models (LLMs) to improve
productivity.
● Conduct research using AI.
● Assist in creating documents, SOPs, templates, and internal processes with AI
assistance.
● Continuously learn new tools that improve efficiency.

Required Skills & Qualifications
● Excellent written and spoken English.
● Clear, professional phone communication with a neutral or Westernized accent.
● Strong customer service skills.
● Experience working with CRM systems.
● High attention to detail.
● Excellent organizational skills.
● Strong computer literacy.
● Comfortable using Google Workspace (Docs, Sheets, Drive).
● Fast learner with the ability to master new software independently.
● Experience using AI tools such as ChatGPT or similar LLMs.

Preferred Experience
Experience with any of the following is considered an advantage:
● Executive Assistant
● Virtual Assistant
● Administrative Assistant
● Customer Service
● Call Handling
● Appointment Scheduling
● CRM Management
● SOP Documentation
● Project Coordination
● CompanyCam (or similar field service software)
● Asana, Slack, or similar collaboration tools

Industry experience in residential services or painting is a plus but not required.

Ideal Candidate
The successful candidate will be:
● Highly proactive and self-motivated.
● Comfortable working independently.
● Confident communicating with customers and leadership.
● Honest, direct, and professional.
● Resourceful and eager to solve problems.
● Curious and willing to learn new systems quickly.
● Comfortable asking questions when needed rather than making assumptions.
● Able to identify opportunities for improvement without constant direction.
We're looking for someone who takes initiative rather than waiting to be told what to do.

Technology Stack

You will regularly work with:
● DripJobs CRM
● Google Workspace (Docs, Sheets, Drive)
● CompanyCam
● Slack
● Asana
● AI tools (ChatGPT and other LLMs)

What Success Looks Like
Within your first few months, you will:
● Confidently manage inbound customer calls and lead follow-up.
● Become proficient in DripJobs CRM.
● Help maintain accurate customer records and administrative systems.
● Assist in documenting business processes and SOPs.
● Use AI tools to improve efficiency and reduce administrative workload.
● Take ownership of recurring tasks while proactively identifying ways to improve
operations.