Executive Office Assistant (Flexible Hours)

Job Description

Job Description

Position Summary

Wainscot Solutions is a custom cabinetry and architectural millwork shop serving designers, builders, and homeowners across Fairfield County, Litchfield County, and Westchester County. We are hiring a Part-Time Executive Office Assistant to run the day-to-day administrative operations of the office.

Our systems, workflows, and documented procedures are already built. This role is about executing them consistently and keeping the office running smoothly so the production floor and ownership can stay focused on client work.

Schedule: 20-25 hours per week, 3-4 days per week, on-site. Core hours are flexible and can be set around a consistent weekly schedule. No evenings, no weekends required.
Reports To: Owner/President

Key Responsibilities

Front Office & Email Communications

• Greet and direct clients, deliveries and vendors arriving at the shop.
• Monitor shared company email inboxes; respond to routine inquiries using approved templates and forward items requiring ownership input.
• Draft and send routine correspondence to clients, designers, builders, and vendors.

Scheduling & Calendar Support

• Maintain the owner's calendar, including client meetings, site visits, and vendor appointments.
• Schedule and confirm client appointments, measure visits, and delivery windows.

Records, Filing & Data Entry

• Maintain the Dropbox project, vendor, and administrative filing structures
• File project documentation, signed proposals, purchase orders, and vendor invoices in the correct locations in office
• Log incoming client deposits and check payments.

Vendor & Materials Support

• Submit purchase orders to vendors using existing order forms and pricing sheets.
• Track delivery ETAs and confirm receipt of materials with shop staff.
• Compile the weekly materials and hardware inventory tally for ownership review.

Required Qualifications

• 2-3+ years of administrative, office assistant, or office management experience.
• Proficiency with email, calendar management, and cloud file storage (Dropbox, or equivalent).
• Strong written communication skills and professional phone manner.
• Demonstrated accuracy and attention to detail with numbers, records, and filing.
• Ability to follow documented procedures consistently and independently.
• Reliable, on-site attendance on a set weekly schedule.

Preferred Qualifications

• Experience in construction, cabinetry, millwork, remodeling, interior design, or a related service trade.
• Experience processing deposits, invoices, or purchase orders.
• Familiarity with Canva, Mailchimp, or WordPress (helpful, not required).

What We Offer

• Consistent and flexible part-time hours with a schedule set in advance.
• Fully documented systems and procedures; no guesswork.
• Direct, hands-on training during onboarding.
• A small, collaborative team and a stable, established local business.
• No required evening or weekend work

Compensation: $20 to $25 per hour, open to an increased rate based on experience.