Executive Office Operations Manager (USA , Pacific time zone)

Executive Office Operations Manager

Remote | U.S. Construction & Design Company | Long-Term Leadership Opportunity

We are hiring a highly capable, organized, proactive, and dependable Executive Office Operations Manager to help run and grow the office side of our construction and design company in the United States.

This is not a basic assistant role.
This is a high-responsibility leadership position for someone who can help manage operations, support clients, coordinate schedules, organize systems, assist with design and project preparation, and help build a strong office team under the owner’s direction.

The right candidate will work directly with the owner and help create a professional, organized, high-end client experience from the first conversation through project planning, presentations, materials selection, scheduling, and ongoing office support.

Compensation Structure

Month 1: $1,000/month salary + $300 team support budget

Month 2: $1,250/month salary + $500 team support budget

Month 3 and onward: $1,500/month salary + $700 team support budget

Compensation growth is based on strong performance, successful organization of office operations, and the ability to help build, train, and manage support staff while maintaining smooth, professional, and reliable office performance.

Office Coverage Goal

Our goal is to operate the office 7 days per week with organized team coverage and strong client communication throughout business hours.

Office Hours

Monday to Thursday: 7:00 AM – 8:00 PM

Friday to Sunday: 7:00 AM – 3:00 PM

The manager is not expected to personally work all office hours alone.

The manager’s main schedule will be approximately 45 hours per week. Additional office coverage will be handled by support staff. The manager will help organize, train, supervise, and support the team so the office can operate at expanded hours while maintaining professionalism, consistency, and strong service quality.

As the support team becomes properly trained and trusted, they will help cover the remaining office hours under the manager’s supervision.

Hiring and Team Structure

The manager may assist in identifying, screening, onboarding, training, and supervising support staff, but all hiring decisions, approvals, schedules, role assignments, final acceptance, and employment terms will remain fully subject to the owner’s review and final approval.

There is no unofficial hiring process and no friend-referral hiring preference. All hiring will be handled through a transparent process that includes interviews, evaluation, work expectations, conditions of acceptance, and company approval. Final decisions regarding whether any candidate is hired, assigned, approved, scheduled, or retained will be made by the company.

Main Responsibilities

Manage day-to-day office operations

Oversee client communication by phone, email, messaging apps, and social platforms

Schedule, confirm, and follow up on client appointments

Support lead follow-up and appointment coordination

Manage calendars, reminders, schedules, and business logistics

Improve office systems, structure, accountability, and follow-through

Support invoicing, bookkeeping coordination, payment tracking, and administrative follow-up

Help organize Instagram activity and content posting

Help organize, train, and supervise support staff

Maintain office performance, structure, and professionalism

Make sure tasks are completed properly and nothing falls through the cracks

Client, Design, and Project Support Responsibilities

Work directly with the owner and with clients during the early stages of each project

Join Zoo ---------- etings with clients to help present services and guide the conversation professionally

Help clients understand options for kitchens, bathrooms, homes, remodels, and renovations

Help clients find inspiration, products, finishes, materials, and project direction

Assist with 2D drafting, measurements, layout support, and basic architectural/interior planning

Help prepare presentations, concept materials, and service overviews for clients

Support a more personal, professional, and organized client experience from the first interaction

Help present the company’s services in a high-end, clear, and client-friendly way

Required Skills and Experience

Strong background in construction, interior design, drafting, architectural support, or 3D design

Experience with AutoCAD 2D

Experience with 3D design tools

Experience with Canva

Experience with Photoshop

Understanding of measurements, plans, layouts, materials, and architectural/interior design concepts

Excellent spoken and written English

Strong client communication and presentation skills

Strong scheduling, follow-up, and calendar management skills

Strong organizational and leadership ability

Professional, reliable, detail-oriented, and responsible

Support Team Functions

The manager may help oversee and improve support roles such as:

Bookkeeping / Office Support

Social Media / Content Support

Client Follow-Up / Appointment Setting / Closing Support

Ideal Candidate

We want someone who:

takes ownership

follows through

communicates clearly

manages people well

understands design and construction

can speak professionally with clients

stays organized under pressure

helps the business grow

To Apply
Please send:
Your resume
A short voice recording in English
A short summary of your experience
Examples of your work in design, drafting, presentations, or related client support
Your WhatsApp number
Your internet speed and work setup
Your availability to start

***Important: Include this sentence in your application:
“I can manage operations, people, client communication, and design support.”

Applications without this phrase may not be reviewed.