Executive assistantScheduling coordinator

Executive Assistant & Scheduling Coordinator

Part-time to start ramping to full-time Remote (Mexico preferred) Reports to the owner

About us

American Fire Stop is a specialty firestop contractor in the San Francisco Bay Area. We work for electrical and

plumbing contractors and sometimes directly for general contractors mostly on multi-family construction.

Our work arrives as a high volume of small jobs across a lot of sites.

The owner runs American Fire Stop and also carries a separate account base as a commission sales

representative for a construction supply distributor selling to many of the same electrical and plumbing

contractors we work for. The two share a customer base and a territory which is the thing to understand

about this role. This is not one person juggling two unrelated jobs. It is one territory generating money

through two channels and right now nobody is deciding which one should get a given day.

About the role

We are hiring someone to run the owners schedule and close his administrative loops with real authority to

do it.

His days change radically because much of his work is solving job-site problems and technical issues on short

notice. His territory covers three regions all in the Pacific time zone but hours apart by car: the Bay Area

Sacramento and Reno Nevada. He spends a great deal of time driving and lives out of a suitcase more than

he would like.

Managing that better is not a convenience. It is the thing standing between the company and its next stage of

growth.

What you will own

The calendar with real authority

You will book and move things on the owners calendar without asking permission first. That is the job not a

perk of it. The schedule has to absorb a chaotic week without collapsing and that only works if somebody

owns it.

Build the week and defend it. Protect the blocks that matter and reschedule around the emergencies.

Batch by geography. A week that runs Bay Area Reno Bay Area Sacramento has burned a day and a half

in a truck. Your job is to see that coming and group each regions commitments into the same trip.

Say the difficult thing. "You have committed to three things on Tuesday that are two hours apart. Which

one moves That sentence is wanted not tolerated.

Prepare him for what is next: who he is seeing what is still open what he promised them last time.

Balancing the two revenue streams

Some of the owners day earns commission through the distributor and some builds margin at American

Fire Stop with overlapping customers.

You will help him see which one a given day or visit should serve working alongside our Operations

Manager who builds the underlying numbers.

Administrative follow-through

Close loops: paying bills insurance logistics scheduling repairs and following up until they are actually

done chasing paperwork to finished.

Some of this touches the owners household and properties. It is administrative work bills and insurance

and coordinating repairs not property management.

Track the small commitments that get made in passing and would otherwise be forgotten.

What we are looking for

Two or more years supporting a busy executive owner or founder ideally someone who traveled

constantly.

Excellent professional English warm and direct spoken and written. Spanish is an advantage.

Genuinely detail-oriented and comfortable with conflict. This matters more than anything else on this

list. Most people who are excellent at scheduling are eager to please and will quietly let a calendar get

destroyed rather than tell the owner no. That is the one profile that cannot succeed in this role.

Discreet. You will handle personal and financial information.

Resourceful with tools. Google Calendar Slack spreadsheets and whatever else gets the job done.

The one thing we are strict about

If you cannot do something or you do not know how say so immediately.

The pattern that ends employment here is silent failure. Being asked to sort something out disappearing for

three weeks saying yes working on it and then revealing you never got anywhere. That is the one thing we will not work through.

What we want instead every time: Here is what I am going to start with and I will report back Thursday.

Then on Thursday: I could not get anywhere with the first two. Here are three other options and what I

would do. Not knowing is fine. Getting stuck is fine. Going quiet is not.

Working with the owner

You will report directly to the owner and talk to him every day. He is warm direct and holds very high

standards. He is energized by people and by solving problems in the field and he is the first to admit that

managing his own calendar is not how he is built.

He has asked specifically to be told when his plan is unrealistic. Take him at his word on that.

Compensation

Part-time to start roughly 20 to 25 hours per week: 900 to 1200 USD per month base plus merit pay of up to

about 300 USD per month.

Moving to full-time as the workload justifies it: 1600 to 1900 USD per month base plus merit pay of up to

about 500 USD per month.

Merit pay is earned on:

Calendar integrity: no double-bookings no missed commitments.

Less drive time per revenue-generating appointment trending down over the quarter.

Administrative items closed by the date you committed to.

We would rather tie pay to the value delivered than pay a flat rate and hope. Reviewed after 90 days and

annually.

Location and hours

Fully remote with a strong preference for Mexico so that your working day overlaps ours almost completely.

Your hours need to cover roughly 8:00am to 4:00pm Pacific time.

Growth

Part-time to full-time as the load justifies it with real room to grow into a broader chief-of-staff shaped role

as the company builds out its structure.

Employment Type : Full Time
Experience: years
Vacancy: 1