Mission

The mission of this role is simple:

Help Nicole operate at her highest level.

As the owner of Paragon Cleaning, Nicole’s time is one of the company’s most valuable resources. The EA/PA helps protect that time by organizing priorities, coordinating logistics, and ensuring important tasks and commitments move forward. This role requires someone who is comfortable switching between executive support, administrative work, and occasional personal logistics depending on what will best support Nicole and the business that day.

When this role is working well, Nicole is able to focus on leadership, strategy, and growing the business instead of getting pulled into day-to-day coordination and loose ends.

About the Role

The Executive Assistant acts as a key operational partner to Nicole and supports the continued growth of Paragon Cleaning.

This role helps reduce the day-to-day friction that naturally happens in a growing business. You will help manage schedules, coordinate communication, organize priorities, and make sure details don’t fall through the cracks.

This position is not just about completing tasks. It requires someone who is organized, proactive, and comfortable taking ownership of details so that things continue running smoothly.

The right person will naturally look for ways to simplify processes, stay ahead of problems, and keep priorities moving forward.

Core Areas of Responsibility

Forward Planning & Time Management

• Maintain a clear and organized calendar for Nicole.

• Keep a confirmed two-week forward schedule so upcoming commitments are clear and prepared for.

• Maintain visibility 4–8 weeks out including major priorities, meetings, deadlines, and commitments.

• Help Nicole stay focused on the highest value activities by organizing her time and preventing unnecessary scheduling conflicts.

• Prepare meeting schedules and ensure she is ready for upcoming commitments.

Communication & Coordination

• Help manage Nicole’s email and communications so important messages are addressed and organized.

• Draft responses when appropriate and escalate items that require Nicole’s direct input.

• Communicate professionally with team members, vendors, and clients when needed.

• Prepare brief summaries, notes, or relevant information before meetings so Nicole is prepared.

• Ensure follow-ups happen after meetings so tasks and commitments continue moving forward.

Execution & Administrative Support

• Coordinate meetings, schedules, locations, and logistics.

• Prepare agendas, notes, and follow-ups when necessary.

• Assist with deeper work tasks such as research, spreadsheets, tracking projects, and organizing information so Nicole can focus on high-level strategy and decisions.

• Track subscriptions, renewals, deadlines, and other recurring operational details that need to be maintained.

• Take ownership of tasks that can be handled without Nicole’s direct involvement.

Operational Awareness

• Stay aware of loose ends, small issues, and operational details that could become larger problems.

• Help keep priorities organized across multiple areas of the business.

• Act as an extra layer of structure and accountability so commitments do not fall through the cracks.

Execution Across Business and Personal Logistics

Nicole runs a growing business, which means the line between business coordination and personal logistics sometimes overlaps.

Part of this role includes helping manage tasks that improve Nicole’s overall efficiency and quality of life so she can stay focused on leading the company.

Examples may include:

• Coordinating travel arrangements

• Managing personal appointments and scheduling

• Handling occasional household logistics when needed (such as helping prepare the home before scheduled cleanings or events)

• Tracking important deadlines, renewals, and commitments across both business and personal responsibilities

These responsibilities are not about running errands. They exist to remove friction from Nicole’s schedule so she can stay focused on leading the business.

Skills and Strengths That Matter Most

Organization and Attention to Detail

• You are naturally organized and rarely lose track of small details.
• You can manage multiple responsibilities while keeping everything structured.

Strong Communication

• You communicate clearly and professionally
• You are comfortable writing emails, summaries, and follow-ups.

Initiative and Problem Solving

• You do not wait to be told what to do.
• You notice gaps, anticipate needs, and take action to keep things moving.

Comfort With Technology

You are comfortable learning and using tools such as:

• Google Workspace
• Scheduling and calendar tools
• Project management software

You do not need to know every tool already, but you should be comfortable learning new systems quickly.

Adaptability

• A growing business can move quickly, and priorities may shift.
• You are able to stay organized and adjust when plans change.

What Success Looks Like in This Role

When this role is working well:

• Nicole rarely needs to follow up on tasks more than once.
• Her schedule runs smoothly and supports the most important priorities.
• Communication stays organized and manageable.
• Projects continue moving forward without constant oversight.
• The team sees the Executive Assistant as a reliable operational partner who helps keep things running smoothly.

This Role Is NOT For Someone Who…

This role requires initiative, organization, and comfort operating in a growing business environment.

It may not be the right fit if you prefer highly structured work where every task is assigned step-by-step.

This role is likely not a good fit if you:

• Prefer being told exactly what to do rather than identifying what needs to be done.
• Struggle to manage multiple priorities or shifting tasks.
• Get overwhelmed in fast-paced environments where things change.
• Dislike following up with people or keeping tasks organized.
• Prefer focusing on only one task at a time instead of coordinating several moving pieces.
• Need frequent supervision or detailed instructions before moving forward.
• Are uncomfortable communicating with team members, vendors, or partners on behalf of a business owner.
• Are looking for a quiet administrative role with minimal responsibility.

This Role IS Great For Someone Who…

• Loves bringing order to busy environments.
• Enjoys organizing details, schedules, and priorities.
• Feels satisfaction when everything is running smoothly.
• Likes solving problems and staying one step ahead.
• Enjoys supporting a business owner and helping a company grow.
• Takes pride in being reliable, proactive, and highly organized.

You’re just a few steps away from seeing if this role is right for you.

We are committed to finding the right person for this role so that it’s a great fit for both the candidate and Paragon Cleaning.

We appreciate your interest and look forward to reviewing your application.