Top Priorities in the Role Protected owner time by filtering requests and controlling access to the executive team Kept the calendar efficient, organized, and fully aligned with business and personal goals Responded to all communication quickly, clearly, and with context Stayed proactive by preparing for decisions before they reached the owners Prioritized tasks that supported revenue, efficiency, and long term business goals Key Responsibilities Email and Communication Management Monitored and processed two executive inboxes several times per day Prioritized messages, drafted replies, and filtered items requiring owner attention Maintained a system using labels such as To Respond, Review, Waiting On, and Financials Provided clear and friendly responses on behalf of the owners when appropriate Calendar and Scheduling Management Managed a complex calendar with business, podcast, construction, family, and travel schedules Scheduled client calls, interviews, team meetings, and personal appointments Created calendar invites with full descriptions, prep notes, travel buffers, and required links Audited the calendar six weeks ahead to catch conflicts or missing details Ensured all events followed company rules for timing, colors, and structure Meeting Coordination and Preparation Scheduled weekly and biweekly internal meetings Maintained a full admin meeting agenda with action items, calendar review, project updates, questions, and notes Collected updates from clients, team members, and ongoing projects prior to each meeting Took detailed notes to ensure follow up and nothing was missed Travel, Logistics, and Event Planning Booked flights, hotels, car rentals, and coordinated schedules with the COO Created organized travel folders in Google Drive Added all confirmation numbers and itinerary details into the calendar Coordinated corporate and family events Project and Document Management Organized and maintained Google Drive systems Created and updated project folders, reports, and reference documents Used Canva, LMN, QuickBooks, CompanyCam, Mailchimp, Slack, Zoom, and Google Workspace Tracked tasks and deadlines in project trackers and updated the owners daily Operations and Administration Sent receipts, invoices, and financial confirmations to proper destinations Assisted with HR support, payroll coordination, onboarding tasks, and compliance reminders Managed digital content for The Hardscape Academy including newsletters and podcast coordination Communicated with clients, contractors, prospects, and partners Client and Public Communication Scheduled podcast guests and sent confirmations Reached out to potential guests with custom messages tailored to each topic Declined invitations professionally when needed Responded quickly to all inbound opportunities