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 mattersThis 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.
