Executive Assistant & Operations Coordinator

Hartford Home Design is a growing design-build firm seeking an organized and motivated Executive Assistant & Operations Coordinator. In this role, you will provide essential support to the Principal Designer, enhancing operational efficiency and driving the business forward. Your contributions will ensure a seamless workflow and a positive client experience by managing: calendar/communications /follow-through, JobTread (our CRM + construction contracts + invoice initiation). This role necessitates in-office presence to provide timely support, maintain a professional workspace, and address issues proactively. Key ResponsibilitiesExecutive Support & CEO Leverage • Manage the CEO calendar: scheduling, confirmations, reschedules, protect focused work time. • Oversee CEO inbox and client communications ensuring timely follow-ups and professional correspndence • Track action items: CEO tasks plus tasks the CEO delegates to others; run a weekly “open loops” list and chase completion. • Prepare agendas and meeting materials; capture next steps and decisions. Support Client Pipeline • Log new leads and ensure every lead has a next step. After consults: send follow-up, schedule proposal meetings. • Assemble proposal packets using an existing template (light editing/formatting of a one-page proposal, printing/PDF prep). • Coordinate details for proposal meetings (confirmation, reminders, materials ready). Admin support • Support the creation contracts and invoices. • Follow up on accounts receivable. • Manage procurement and job costing. • Create monthly WIP report and update monthly KPI report. • Maintain vendor and client records and keep key info organized and easy to find. • Support client experience workflows: confirmations, reminders, collecting needed docs/info, and general coordination. Office & Workspace Operations • Keep office and meeting space client-ready (reset/tidy/stocked). • Manage supplies: coffee/tea, water bottles, forks/napkins, printer supplies, etc. • Handle light office ops: mail/packages, trash/recycling, basic organization. • Run occasional local errands and jobsite drop-offs/pickups (returns, supply runs, etc.). Ideal Candidate • Proactive problem-solver with passion for follow-through. • Skilled in both client-facing communication and detail-oriented administrative tasks. • Accurate with numbers and administrative Processes (invoices, receipts, coding). • Committed to excellence and always looking for ways to improve processes, workflows, communication, and client experiences. • Takes pride in a smooth office and polished client experience. • Mindset: “See it, own it.” If you notice something is off, you handle it or coordinate the fix. • Reliable and present in the office. • Experience in construction and/or interior design. Pay: $22.00 - $28.00 per hour Experience: • operations support: 1 year (Preferred) • executive assistant: 1 year (Preferred) Shift availability: • Day Shift (Preferred) Work Location: In person