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QUIET VILLAGE LANDSCAPING

Executive Assistant to the CEO

Location: Remote (Worldwide). Candidates must be available to collaborate during U.S. Central Time business hours.

Position Type: Independent Contractor

Schedule: Full-Time, Monday-Friday, 8:00 a.m.-5:00 p.m. Central Time

Be the Person Who Keeps Everything Moving

Quiet Village Landscaping is an established and growing St. Louis landscape design, construction, maintenance, and property-care company. As the company continues to expand, our CEO is seeking an exceptional Executive Assistant who can bring structure, follow-through, and sound judgment to a wide range of business and personal priorities.

The Executive Assistant to the CEO will provide high-level administrative, operational, marketing, and personal support. This is not a traditional calendar-only assistant role. The person selected will help manage executive communications, organize projects, coordinate travel, review important documents, support marketing initiatives, improve company systems, and ensure deadlines and commitments are not overlooked.

The ideal candidate is highly organized, technologically capable, comfortable working with numbers, and able to complete assignments accurately without repeated reminders. This person must be proactive, resourceful, discreet, and confident in making decisions within established guidelines.

Key Responsibilities

Monitor, organize, and respond to two or three executive email accounts.
Prioritize messages, flag urgent matters, and ensure important follow-ups are completed.
Manage executive calendars and coordinate internal and external meetings.
Schedule appointments, confirm attendance, and resolve calendar conflicts.
Book and organize domestic and international business and personal travel.
Prepare itineraries, reservations, confirmations, and travel-related documentation.
Organize, file, and maintain business and personal paperwork.
Review trademark correspondence and track important deadlines or required actions.
Maintain task lists and follow-up systems so important items are not missed.
Research vendors, business opportunities, services, tools, and potential partnerships.
Prepare summaries, comparisons, spreadsheets, and recommendations.
Review and organize company photography and digital assets.
Select strong project photos for website portfolios, social media, and marketing campaigns.
Manage LinkedIn and other company marketing accounts.
Help create, edit, schedule, and distribute written and visual content.
Review marketing videos, scripts, captions, and promotional materials.
Coordinate video editors and other creative freelancers.
Recommend improvements to content, messaging, and calls to action to increase engagement and conversion.
Organize company training materials, standard operating procedures, and internal processes.
Document recurring workflows and improve how information is stored and shared.
Source, onboard, train, and coordinate freelancers when specialized support is required.
Track freelancer assignments, deadlines, quality, and deliverables.
Assist with special projects and personal tasks assigned by the CEO.
Provide administrative support for marketing initiatives, including coordinating content and reviewing materials.
Handle confidential business and personal information with professionalism and discretion.

Qualifications

Excellent written and verbal English communication skills, including professional email drafting, editing, and business correspondence.
Previous experience supporting a CEO, founder, executive, or business owner.
Strong email, calendar, travel, and task-management experience.
Exceptional organization, attention to detail, and follow-through.
Ability to prioritize competing responsibilities and meet deadlines without repeated reminders.
Strong judgment and the ability to identify what is urgent, sensitive, or important.
Comfortable working independently and making practical decisions.
Strong research, writing, editing, and proofreading skills.
Comfortable working with numbers, estimates, spreadsheets, reports, and basic financial information.
Proficiency with Google Workspace or Microsoft Office.
Comfortable learning new software, artificial intelligence tools, project-management platforms, CRM systems, and marketing tools.
Experience with LinkedIn, social media management, content creation, or digital marketing.
Ability to review photos, videos, scripts, and creative materials with a strong eye for quality.
Experience coordinating freelancers, contractors, or remote team members is preferred.
Reliable computer, high-speed internet connection, headset, and quiet workspace.
Must be consistently available Monday through Friday from 8:00 a.m.-5:00 p.m. Central Time.
Experience in landscaping, construction, home services, real estate, or another owner-led service business is helpful but not required.

Pay and Benefits

Independent Contractor (1099). This is a long-term engagement with an expected availability of approximately 40 hours per week. While collaboration is expected during normal Central Time business hours, contractors are responsible for managing how they complete assigned work.
Pay: $4.00-$12.00 USD per hour, depending on the contractor's experience, location, qualifications, and demonstrated skills.
Direct exposure to company leadership and business decision-making.
Opportunity to work across administration, operations, marketing, research, and business development.
Potential for increased responsibility and compensation based on performance.

Why Quiet Village Landscaping?

This position offers the opportunity to work directly with the CEO of an established and growing company while contributing to many areas of the business. You will not be limited to routine administrative work. You will help improve systems, organize priorities, strengthen marketing efforts, support important decisions, and keep projects moving forward. This is an excellent opportunity for a dependable, ambitious professional who takes ownership, learns quickly, and wants to become a trusted long-term partner to company leadership.

Quiet Village Landscaping welcomes qualified applicants from all backgrounds. Selection decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or other protected characteristics, where applicable.

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Executive Assistant to the CEO — Role Summary

\n\n

Position overview

The Executive Assistant to the CEO at Quiet Village Landscaping provides high-level administrative and operational support to the Chief Executive Officer, enabling effective execution of strategic priorities by managing information flow, coordinating stakeholder interactions, preparing analytical briefings, and maintaining strict confidentiality. The role is accountable for ownership of the executive calendar, timely preparation of data-driven reports and briefings, and stewardship of sensitive materials.

This document defines the objectives and key results (OKRs), key performance indicators (KPIs), scope of accountability, the problems this role solves for internal and external customers, and the skills and experience required to achieve the stated outcomes. It is intended for internal use and workforce planning, not for recruitment.

\n\n

Primary objectives and key results (OKRs)

Objective 1 — Enable CEO time efficiency and prioritization.\n
- KR1.1: CEO’s weekly available prioritization time increases by 20% within six months (measured as uninterrupted blocks reserved for strategic work).
- KR1.2: Fewer than 5% of meetings require last-minute rescheduling or have conflicting attendees per quarter.
\n
Objective 2 — Deliver accurate, timely data and briefings for decision-making.\n
- KR2.1: 95% of briefing packages and analytical reports delivered on deadline with documented accuracy checks.
- KR2.2: Key decision materials reduce executive follow-up clarification requests by 60% within one year.
\n
Objective 3 — Maintain professional stakeholder relationships and represent the CEO effectively.\n
- KR3.1: External visitor and partner interactions receive a satisfaction rating of ≥90% in post-interaction surveys (or equivalent feedback mechanisms).
- KR3.2: 100% of time-sensitive external communications are handled or escalated within agreed SLAs.
\n
Objective 4 — Protect confidential information and ensure compliance.\n
- KR4.1: Zero incidents of unauthorized disclosure of executive-level confidential information.
- KR4.2: All document handling and retention adhere to company policies and legal requirements; annual audit compliance score ≥95%.
\n

\n\n

Key performance indicators (KPIs)

Calendar integrity: Percentage of scheduled executive hours left unfragmented per week (target ≥80% for priority blocks).
On-time delivery rate: Percentage of requested reports/briefings delivered by deadline (target ≥95%).
Accuracy rate: Number of corrections/errata required after initial briefing submission (target ≤2% of submissions).
Response SLA compliance: Percentage of internal/external inquiries acknowledged within defined SLAs (target ≥98%).
Stakeholder satisfaction: Average rating from internal and external feedback on coordination and communications (target ≥90%).
Confidentiality incidents: Count of breaches or policy deviations (target = 0).
Delegation effectiveness: Timely completion rate of tasks delegated to junior staff or contractors (target ≥92%).

\n\n

Problems solved for internal and external customers

For internal customers (executive team, department heads, staff): reduces administrative burden on the CEO so leadership can focus on strategy; synthesizes complex information into actionable briefings; ensures meeting outcomes and follow-ups are tracked and executed; supervises and elevates routine administrative work to appropriate channels.
For external customers (partners, vendors, clients, board members): acts as a consistent, professional point of contact representing the CEO; coordinates meetings and communications to reduce friction and accelerate decisions; ensures confidentiality and clarity in dealings that preserve trust and business relationships.

\n\n

Scope, accountability and boundaries

Scope: Full ownership of CEO calendar and incoming/outgoing executive communications; primary preparer of executive-level briefings and reports; point of contact for external stakeholders interacting with the CEO; steward of confidential executive materials; candidate to onboard, train and delegate tasks to administrative support staff when required.
Accountability: Measured against OKRs and KPIs above; accountable for maintaining confidentiality, calendar integrity, accuracy of decision materials, timely escalation of issues, and professional representation of the CEO and Quiet Village Landscaping.
Boundaries: This role does not make organizational strategic decisions or direct business unit operations. It executes and facilitates administrative and operational activities that enable leadership to govern and strategize.

\n\n

Key skills, abilities and knowledge required

Executive time and calendar management: Expert ability to prioritize, block, and protect strategic work time; manage complex, multi-party scheduling and virtual/in-person logistics.
Analytical and reporting skills: Proficiency in compiling, analyzing and presenting data-driven briefings; strong attention to numerical accuracy and ability to produce concise executive summaries.
Communication and stakeholder management: High-level written and verbal communication; diplomacy and professional presence in representing the CEO to internal and external stakeholders.
Confidentiality and judgment: Demonstrated discretion handling sensitive information; sound judgment in escalation and information triage.
Project and event coordination: Ability to plan and execute meetings, offsites, and board-level materials; track action items and ensure follow-through.
Supervisory and delegation ability: Experience or aptitude for mentoring and directing clerical staff, assigning routine tasks and validating outcomes.
Technical proficiency: Competence with calendar systems, video conferencing platforms, document collaboration tools, and basic data tools (spreadsheets, slide decks); ability to learn proprietary systems as needed.
Organizational knowledge: Familiarity with Quiet Village Landscaping’s structure, key partners, and industry context is advantageous for prioritization and stakeholder engagement.
Personal attributes: High integrity, adaptability, proactive problem-solving, strong attention to detail, and resilience under time pressure.

\n\n

Performance development considerations

To be successful in meeting the OKRs and KPIs, the incumbent should develop or maintain skills in strategic synthesis of information, advanced calendar optimization, stakeholder diplomacy, and secure information handling. Periodic training in data visualization, confidentiality/compliance best practices, and coaching or supervisory techniques is recommended to sustain performance and prepare the role for delegation or expanded responsibilities.

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Executive Assistant to the CEO

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