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Administrative & Operations Assistant (Antrim County)
Top Choice Painting & Log Restoration, LLC
3805 Hejhal Road
compensation:
Contingent on work experience.. Negotiable!
employment type:
full-time
experience level:
senior level
job title:
Administrative Assistant
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Job Title: Administrative & Operations Assistant
Location: On-site, Antrim County (East Jordan Area)
Reports To: CEO / Founder or Leadership Team
Employment Type: Full-time
About the Role
We’re a fast-growing company experiencing rapid scale. We’re seeking an exceptional Administrative & Operations Assistant who does more than “support”—you enable growth, reduce friction, design repeatable systems, and anticipate needs before they arise. This is not a traditional admin role. You’ll be a high-leverage partner to leadership, combining world-class organization, advanced tech proficiency (including AI tools), process design, and sound business judgment to help us move from startup to scale-up and beyond.
Key Responsibilities
Own and optimize executive calendars, schedule high-stakes meetings across time zones, protect deep-work time, and prioritize ruthlessly.
Manage end-to-end travel logistics, expense reporting, and board/investor coordination (domestic and international).
Build, document, and continuously improve operational playbooks, workflows, and internal systems.
Act as project coordinator for cross-functional initiatives — track milestones, remove blockers, and drive deliverables.
Serve as central hub for internal & external communication — draft high-quality emails, memos, presentations, and follow-ups on behalf of leadership.
Research, prepare, and organize materials for board meetings, investor updates, strategy sessions, and key partnerships.
Leverage AI & automation tools to streamline repetitive tasks (scheduling, email triage, data synthesis, meeting summaries).
Maintain confidentiality at the highest level while handling sensitive financial, strategic, and personnel information.
Support company-wide operations at scale, including onboarding, vendor management, office coordination (as applicable), event planning, and team offsites.
Proactively identify bottlenecks and propose solutions — you spot chaos before it spreads.
Be the “second brain” for leadership — remember details, follow through relentlessly, and maintain institutional knowledge as we grow.
Must-Have Qualifications & Modern Skill Set (2026 Standards)
Technical & Digital Fluency
Advanced proficiency in Google Workspace and Microsoft 365 (especially Sheets/Excel for light data analysis and dashboards).
Expert-level user of productivity & project tools: Notion, ClickUp, Asana, Slack, Zoom.
Comfortable with AI-assisted tools (ChatGPT, Claude, Gemini, Otter.ai, Fireflies, Grammarly Business) and automation platforms (Zapier / Make.com).
Basic experience with CRM systems (HubSpot, Salesforce) and financial tools (QuickBooks, Brex, Expensify) is a plus.
Ability to rapidly learn and adopt new SaaS platforms.
Core Power Skills
Exceptional written and verbal communication — professional, concise, and brand-aligned.
Elite organization, prioritization, and time management — thrives with competing priorities.
Strong project coordination mindset — translates vague requests into clear action plans.
High emotional intelligence and discretion — handles sensitive situations with tact.
Proactive problem-solving and systems thinking — builds repeatable processes that scale.
Comfortable in ambiguity — thrives in a fast-paced startup/scale-up environment.
Ability to anticipate needs 1–2 steps ahead (the gold standard for top-tier support roles).
Nice-to-Have (Differentiators)
Experience in a fast-growth startup, tech, SaaS, VC-backed, or professional services environment.
Exposure to process documentation and knowledge-base creation.
Basic data visualization experience (Google Data Studio / Looker / Tableau—light usage).
Experience supporting a CEO/Founder
What Success Looks Like in the First 90 Days
You have earned trust to manage executive time independently.
You’ve implemented 3–5 meaningful workflow or system improvements.
Leadership notes: “I don’t know how we functioned without you.”
Organizational chaos has noticeably decreased.
Compensation & Benefits
Competitive salary: $65,000–$95,000+ (depends on experience and location)
Flexible work arrangements
Opportunity to grow into an Operations Manager or similar role
Next Steps
If you’re passionate about making complex organizations run smoothly, turning “I wish we had…” into “Here’s the new system,” and becoming indispensable to a fast-scaling company, we’d love to talk.
To apply: Please submit your resume along with a short note describing the most impactful system or process you have built or improved in a previous role.
We’re excited to meet the person who will help us scale to the next level!
Best,
Chris Fazio (Founder)
- Principals only. Recruiters, please don't contact this job poster.