Executive Assistant

Hemma Decks

Medina, OH (Hybrid / Remote)

We’re not looking for someone to simply “help out.”

We’re looking for someone who can help keep projects moving, communication organized, customers informed, and operational details handled at a high level.

This role plays a key part in creating the structure, organization, and operational clarity that allow the company to continue growing.

This is not a passive admin role.

This is a central operations and coordination role inside a growing construction business.

What this role actually is

This role sits at the center of everything:

Customers
Permits & approvals
Materials & vendors
Scheduling & communication

If things are organized, clear, and moving forward… you’re doing your job right.

If things are getting missed, delayed, or confusing… This role hasn’t been done well.

What you’ll be responsible for

Project Coordination

Manage permits, HOA submissions, and approvals
Coordinate with building departments, zoning offices, HOAs, and vendors as needed
Occasionally visit local municipalities or jobsites to submit paperwork, gather information, coordinate approvals, or help resolve issues that could delay projects.
Organize job documents (plans, renderings, materials, notes)
Coordinate timelines between sales, production, and customers

Vendor & Material Coordination

Help organize and coordinate material orders based on project specifications and schedules
Communicate delivery logistics, material placement needs, and site access requirements prior to delivery days
Coordinate with vendors and internal teams to help ensure projects are prepared for upcoming deliveries and installation work
Keep job folders, receipts, and project documentation organized and up to date

Customer Communication

Keep homeowners updated throughout the process
Answer questions and maintain a smooth experience
Follow up so nothing falls through the cracks

Sales Support & Lead Coordination

Help organize and maintain a clean, accurate CRM system for incoming leads and active customers
Assist with lead communication, appointment scheduling, and proposal organization
Help manage lead workflow and follow-up progression so opportunities do not fall through the cracks
Maintain organized customer notes, project details, and communication history
Support internal systems that improve communication, organization, and sales workflow efficiency

What we’re looking for

Extremely organized and detail-oriented
Strong communicator (clear, confident, friendly)
Comfortable managing multiple moving pieces at once
Proactive — you don’t wait to be told what to do
Able to stay organized and solution-oriented in a fast-moving construction environment
Comfortable communicating with homeowners, vendors, and internal team members throughout active projects

Experience in construction, project coordination, or admin support is a plus — but mindset, ownership, and communication matter more.

What success looks like

Jobs stay organized and moving forward
Customers feel clear, informed, and taken care of throughout the process
Problems get handled before they become bigger issues
The team spends less time reacting and more time building
Leadership gains the time and clarity to focus on sales, growth, and building better systems for the future of the company

Why this role matters

This role matters because it creates leverage inside the company.

By keeping projects, communication, and operations organized, you free up leadership to focus on growth, sales, and moving the company forward.

How to apply (READ THIS)

To apply, include a short loom video answering this:

Tell us about a time you had to manage multiple moving pieces and keep something from falling apart.

What did you do?

No video = no interview.

Email Resume & Video Link to info@HemmaDecks.com

Email Subject Line: Hire Me, YOU NEED ME!!!

Pay & growth

Competitive pay (based on experience)

Opportunity to grow alongside the company with increasing responsibility, leadership, and operational ownership.

Hemma Decks

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Executive Assistant