Executive Assistant / Appointment Setter

Full Job Description

About Us:

Brush Paint Pros is a fast-growing residential and commercial painting company dedicated to providing high-quality service, a great customer experience, and efficient project management. As we expand, we are looking for a high performing Executive Assistant / Appointment Setter who can help streamline our operations, manage inbound and outbound communication, and support the owner directly in building the systems that take this company to the next level.

This is not just another admin job — this role is for someone who wants to grow with a company, bring ideas to the table, and become a key part of our leadership workflow.

Position Overview

We are seeking a detail-oriented, tech-savvy, quick learner who can help run daily operations, manage communication, book appointments, and keep leads moving through the pipeline. You will be the front line of communication for new prospects and a core support system for company leadership.

The ideal candidate is proactive, organized, solution-driven, and comfortable working independently.

Job Responsibilities

Key Responsibilities

Lead Management & Appointment Setting

• Call inbound leads from various marketing sources (Facebook ads, website, referrals, Google, etc.)

• Make outbound cold/warm calls to prospects and past customers

• Qualify leads using company criteria and scripts

• Schedule and confirm estimate appointments

• Follow up with unresponsive leads to maximize conversion

• Track all lead activity and communications inside our CRM

Executive Assistant Tasks

• Assist the owner daily with administrative and operational tasks

• Help brainstorm, build, and improve processes and systems

• Create reminders, tasks, and follow-up sequences

• Maintain calendars, deadlines, and project confirmations

CRM & Data Entry

• Input and update customer information accurately

• Maintain organized lead stages inside the CRM (no opportunities slipping through cracks)

• Enter data into Excel/Google Sheets for reporting and KPIs

• Support with basic reporting and weekly summaries

General Operations Support

• Provide customer service via phone, text, and email

• Confirm project details with customers and subcontractors

• Assist in improving company workflows, automations, and documentation

• Handle other operational tasks as needed to support business growth

Job Requirements

Who We’re Looking For

You are an excellent fit if you:

• Are extremely detail-oriented and organized

• Can learn new systems and tools quickly

• Are tech-savvy (Google Workspace, CRMs, Excel, Zapier experience is a huge plus)

• Have strong communication skills (clear, friendly, confident on the phone)

• Are proactive and able to take initiative without being micromanaged

• Enjoy problem-solving and helping build ideas and systems

• Are reliable, consistent, and hungry for growth

• Have experience in appointment setting, customer service, or admin support

Skills Required

• Admin Support - Intermediate
• Cold Calling - Intermediate

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