Executive Assistant

Vineyard Outdoor Living | Mason, OH | Full-Time, In-Office

About Us

Vineyard Outdoor Living is a TrexPro Platinum Certified residential outdoor construction company serving the Greater Cincinnati and Dayton markets. We build decks, covered porches, patios, hardscaping, fireplaces, and outdoor kitchens for homeowners who want a premium experience from first call to final walkthrough. As we grow, we're investing in the systems and people that will let us scale without losing the quality that got us here.

The Role

We're hiring a Business Operations Specialist to take ownership of the back-office work that keeps our company running smoothly. The CEO is moving into a full-time sales role, which means someone needs to step in and run the operational side — finishing the buildout of our internal systems, keeping client communications moving, and making sure nothing falls through the cracks while the CEO is in the field with customers.

This is not an assistant role in the traditional sense. You'll be building and maintaining the infrastructure that runs the business — templates, processes, workflows, and communications — and acting as the operational glue between the CEO, the office team, and our project managers.

What You'll Own

Buildertrend systems buildout (the big one). We use Buildertrend as our central platform for project management, CRM, and estimating. There's roughly two months of focused work to finish building out cost items, proposal templates, schedule templates, purchase order templates, and related infrastructure. Buildertrend has strong training resources, and the CEO will be involved about 10% of the time to guide direction. When this is done, the whole company runs better.

Client communication support. Send off rendering requests to our draftsmen using stored customer data, follow up with customers via email and text, and help keep prospects and past clients warm with callbacks when needed. You're not selling — you're keeping the lines of communication open so the CEO can focus on in-person meetings.

Email triage and task delegation. Review incoming emails, flag what needs the CEO's attention, and delegate routine items to the right team member so nothing sits.

Process improvement. We're always looking for ways to work smarter. Familiarity with AI tools (ChatGPT, Claude, etc.) to identify inefficiencies and build simple solutions is a strong plus — we already use these tools across the company and want someone who can keep pushing that forward.

The odds and ends. Every growing company has them. You'll be the person who picks them up.

Who We're Looking For

• 5+ years in operations, office management, project coordination, or a similar back-office role — ideally in construction, home services, or a small business environment
• Strong systems thinker — you see a messy process and want to clean it up, not just work around it
• Comfortable owning software buildouts and learning new platforms quickly (Buildertrend experience is a major plus but not required)
• Excellent written communication — you'll be representing Vineyard Outdoor Living in client emails and texts
• Self-directed — you can take a loose direction and run with it, then come back with questions at the right moments
• Familiarity with AI tools and a curiosity about using them to improve workflows
• Detail-oriented without getting stuck in the weeds

Why This Role Matters

The person who takes this role will be central to transforming how Vineyard Outdoor Living operates. The Buildertrend buildout alone is one of the highest-value projects on our board — nobody has had the time to finish it, and it's the kind of work that pays dividends for years. You'll have real ownership, direct access to the CEO, and the satisfaction of building something that actually gets used every day.

Details

• Location: In-office at our Mason, OH office
• Schedule: Full-time
• Compensation: Competitive, based on experience

INDEED JOB POST (IN-PERSON VERSION)

Executive Assistant / Operations Coordinator Cincinnati / Dayton Area (In-Person)Part-Time to Start (25–35 hrs/week)

We are a fast-growing outdoor living construction company seeking a high-level Executive Assistant to work directly with the owner.

This is not a basic admin role. You will act as a right-hand operator—helping manage time, communication, leads, and systems while supporting some on-site needs.

Responsibilities

• Manage calendar, scheduling, and inbox
• Answer and follow up on inbound leads
• Book estimates and keep prospects moving forward
• Send key information to new leads we are working to win
• Manage warranty requests and customer communication
• Build and organize templates and workflows in Buildertrend
• Create SOPs and simple tracking systems
• Occasionally visit jobsites to capture or coordinate photos/videos
• Assist with light marketing support (content organization, reviews, etc.)

Requirements

• Experience as an Executive Assistant or Operations role
• Strong communication and organization skills
• Ability to think ahead and take ownership
• High level of trust and discretion
• Must be able to work in-person and occasionally visit jobsites

Bonus (Strong Plus)

• Experience with Buildertrend or CRM systems
• Experience in construction or service-based businesses
• Marketing experience (social media, content organization, posting)
• Experience capturing or coordinating jobsite photos/videos

What Success Looks Like

• No missed leads or slow follow-ups
• Calendar is organized and protected
• Systems are clean and improving
• Customers are communicated with clearly
• Owner has fewer interruptions
• Consistent jobsite content is being captured for marketing

Pay

• $20–$35/hr depending on experience
• Growth opportunity available

To Apply

Include:

• Why you’re a strong fit
• Experience supporting a business owner
• Any Buildertrend or CRM experience
• Any marketing or content-related experienc

SECTION 1: EXPERIENCE

1. Describe the most demanding person or business you’ve supported.

What were you responsible for owning completely?

2. What did you fully own in your last role (calendar, inbox, systems, etc.)? Be specific.

SECTION 2: DECISION MAKING

3. If multiple people are trying to book time on a busy calendar, how do you decide what gets scheduled and what doesn’t?

4. What do you do when you receive an email that doesn’t require the owner’s attention?

SECTION 3: LEADS & FOLLOW-UP

5. A new lead calls and you miss it. What are your exact next steps?

6. How do you make sure no leads or tasks fall through the cracks?

SECTION 4: SYSTEMS & ORGANIZATION

7. Have you ever created a process, SOP, or system that improved efficiency?

Explain what you built and why.

SECTION 5: MARKETING & JOBSITE (IMPORTANT NOW)

8. Do you have experience with marketing, social media, or content organization?

What tools or platforms?

9. Have you ever captured photos or videos for a business?

What did you capture and how was it used?

10. Are you comfortable visiting jobsites and capturing simple content (photos/videos) for marketing?

SECTION 6: ACCOUNTABILITY & FIT

11. Tell me about a time you disagreed with your boss. What did you do?

12. What type of work environment helps you perform at your best?

SECTION 7: BONUS

13. Have you used Buildertrend or a CRM? If so, what did you manage inside it?

How to Apply

Send a resume and a short note about a process or system you've built or improved to [email protected]

Pay: $53,873.39 - $65,000.00 per year

Benefits:

• On-site gym

Work Location: In person