Executive Assistant

Executive Assistant to the CEOGeneral Contracting & Construction *Position:* Executive Assistant to the CEO *Reports To:* CEO *Employment Type:* Full-Time Position Overview We are seeking a highly organized, proactive, and detail-oriented *Executive Assistant to the CEO* to serve as a direct extension of the CEO and help manage the day-to-day flow of the company. This is not a traditional administrative position. The successful candidate will work directly with the CEO of a general contracting company and will be responsible for keeping the CEO's schedule, commitments, projects, communications, and outstanding items organized and moving forward. The Executive Assistant will act as a central point of communication between the CEO and architects, engineers, drafters, project managers, CFOs, accountants, bookkeepers, clients, subcontractors, vendors, and other members of the company. The ideal candidate is someone who *doesn't wait to be told what needs to be done.* They identify what is coming up, what is falling behind, what needs the CEO's attention, and what needs to happen next. This individual must be comfortable working in a fast-paced construction environment where priorities can change quickly. Primary Responsibilities1. CEO Schedule & Calendar Management Managing the CEO's schedule will be the *highest priority of this position.* * Maintain and manage the CEO's daily, weekly, and long-term calendar. * Schedule meetings, site visits, client meetings, inspections, calls, Zoom meetings, and other appointments. * Coordinate schedules between the CEO and clients, architects, engineers, subcontractors, employees, vendors, and other professionals. * Protect the CEO's time and prevent unnecessary scheduling conflicts. * Provide the CEO with daily and weekly schedule updates. * Make sure the CEO is prepared for upcoming meetings by gathering the necessary information, documents, drawings, estimates, reports, or notes. * Identify scheduling conflicts before they become problems. * Remind the CEO of important deadlines, meetings, commitments, and follow-up items. * Help prioritize the CEO's time based on urgency and importance. 2. Company & Project Schedule Oversight The Executive Assistant will help the CEO maintain visibility over the company's active projects. * Monitor project schedules through *JobTread* and other company systems. * Track important project deadlines, milestones, inspections, meetings, and deliverables. * Identify projects or tasks that appear to be falling behind schedule. * Bring schedule concerns to the CEO's attention before they become major problems. * Follow up with Project Managers, Superintendents, Estimators, and other team members regarding outstanding items. * Maintain a list of open and overdue items requiring attention. * Help the CEO understand *what is on schedule, what is behind, and what needs intervention.* * Assist with coordinating meetings when projects require CEO involvement. The Executive Assistant is not expected to run every project, but they are expected to *see the big picture and make sure the CEO knows where problems are developing.* 3. New Client & Incoming Opportunity Management The Executive Assistant will assist the CEO with incoming client opportunities. * Answer or assist with incoming client calls when appropriate. * Gather initial client information and project details. * Document the client's name, contact information, project location, project type, scope, timeline, and other relevant information. * Take detailed notes during conversations between the CEO and potential clients. * Enter and maintain information in the company's CRM/project management systems. * Schedule follow-up meetings, site visits, and consultations. * Make sure potential clients do not fall through the cracks. * Track outstanding follow-up items from new client conversations. * Coordinate with the CEO and estimating team to move qualified opportunities forward. 4. CEO Follow-Up & Accountability A major responsibility of this position is ensuring that things the CEO asks for actually get completed. The Executive Assistant will maintain an ongoing *CEO Open Items / Follow-Up List*, including: * Who is responsible for the item. * What needs to be completed. * When it was requested. * The deadline. * Current status. * What is holding it up. * What the next action is. * Whether the CEO needs to intervene. The Executive Assistant will proactively follow up with team members and outside professionals and notify the CEO when something is: * Completed. * Approaching its deadline. * Late. * Waiting on someone else. * Stuck. * At risk of affecting a project or client. The goal is simple: *Nothing important should be forgotten, lost, or allowed to quietly fall through the cracks.* 5. Coordination With Architects, Engineers & Design Professionals The Executive Assistant will help coordinate the many professionals involved in construction projects. This may include: * Architects * Engineers * Drafters * Structural engineers * Civil engineers * MEP professionals * Permit consultants * Building departments * Clients * Project managers * Estimators * Subcontractors * Vendors * Accounting and financial professionals Responsibilities include: * Track requested documents and deliverables. * Follow up on outstanding plans, drawings, engineering, revisions, and approvals. * Maintain awareness of upcoming deadlines. * Notify the CEO when deliverables are late. * Schedule coordination meetings. * Keep documentation organized. * Make sure important communications are properly documented and accessible. 6. Internal Team Coordination The Executive Assistant will work closely with the company's leadership and administrative teams. This may include coordination with: * CEO * CFO * Office Manager * Bookkeeper * Accountants * Senior Estimator * Project Managers * Project Engineers * Superintendents * Foremen * Administrative staff The Executive Assistant will help ensure that information flows properly between these individuals and the CEO. They will maintain visibility over important open items and make sure the CEO is aware of issues that require his attention. 7. Communication & Documentation * Take accurate meeting notes. * Document important phone calls and conversations. * Maintain organized digital records. * Prepare meeting agendas and follow-up lists. * Send follow-up emails and communications on behalf of the CEO when appropriate. * Track commitments made by the CEO and others. * Maintain confidentiality regarding company, client, financial, and personnel information. * Ensure important information is communicated to the appropriate person in a timely manner. * *Communicate professionally in both English and Spanish when working with clients, employees, subcontractors, vendors, or other project contacts.* * *Translate or relay basic project-related information between English- and Spanish-speaking parties when appropriate.* 8. Technology & Software The candidate must be comfortable using technology and willing to learn company-specific software. Required/Preferred Experience: * Microsoft Outlook * Microsoft Word * Microsoft Excel * Microsoft Teams * Microsoft OneDrive/SharePoint * Zoom * JobTread * CRM/project management software * Google Workspace or similar platforms Experience with construction management software is strongly preferred. Experience with *JobTread* is a significant plus, but training can be provided to the right candidate. The candidate should be comfortable learning new software and navigating multiple systems simultaneously. 9. CEO Meeting Support Before important meetings, the Executive Assistant may be responsible for preparing the CEO with: * Meeting agendas * Previous correspondence * Project information * Drawings and documents * Estimates * Schedules * Outstanding issues * Client information * Action items * Previous meeting notes After meetings, the Executive Assistant will document decisions and create follow-up items so that commitments are tracked through completion. 10. Problem Identification & Escalation This position requires someone who can recognize when something is becoming a problem. The Executive Assistant should be asking: *"What is the CEO going to need to know about this?"* Examples include: * A project is falling behind. * An architect hasn't delivered drawings. * An engineer missed a deadline. * A client hasn't responded. * A permit is delayed. * A meeting has not been scheduled. * An important document is missing. * A team member hasn't completed an assigned task. * A project milestone is approaching without the necessary preparation. * The CEO committed to something that still needs follow-up. The Executive Assistant is expected to bring these issues to the CEO's attention *before the CEO has to discover them himself.* QualificationsRequired * Previous experience as an Executive Assistant, Executive Coordinator, Project Coordinator, Office Manager, or similar position. * Excellent organizational skills. * Strong written and verbal communication skills. * Strong attention to detail. * Ability to manage multiple priorities simultaneously. * Ability to maintain confidentiality. * Strong computer skills. * Proficiency with Microsoft Office/Microsoft 365. * Experience with Microsoft Teams and Zoom. * Ability to learn and navigate CRM and project management software. * Ability to work independently without constant supervision. * Strong follow-through and accountability. Preferred * *Bilingual English/Spanish speaking and writing skills strongly preferred.* * *Ability to communicate professionally with both English- and Spanish-speaking clients, employees, subcontractors, and vendors.* * Experience working directly with a CEO, owner, president, or senior executive. * Construction industry experience. * Experience with JobTread or similar construction management software. * Experience coordinating architects, engineers, contractors, or subcontractors. * Experience with project scheduling. * Experience in a general contracting or construction environment. Ideal Candidate The ideal candidate is: * Extremely organized. * Proactive rather than reactive. * Comfortable holding people accountable. * A strong communicator. * Detail-oriented without losing sight of the big picture. * Comfortable working directly with an owner/CEO. * Able to prioritize competing demands. * Comfortable making judgment calls about what requires immediate attention. * Not afraid to ask questions. * Not afraid to follow up with people. * Able to respectfully push people when deadlines are approaching. * Comfortable in a fast-paced construction environment. * Technologically capable and willing to learn new systems. * Someone who naturally creates order out of chaos. * *Able to communicate effectively with both English- and Spanish-speaking members of the construction team.* Most importantly, this person needs to have *excellent follow-through.* If the CEO says, "I need this done," the Executive Assistant should know *who is responsible, when it is due, where it stands, and what needs to happen next.* What Success Looks Like A successful Executive Assistant will allow the CEO to focus more of his time on running and growing the company instead of chasing information, appointments, emails, schedules, and unfinished tasks. At any given time, the CEO should be able to ask: *"What's on my schedule?"* *"What's falling behind?"* *"What am I waiting on?"* *"What do I need to handle today?"* *"What are the important issues I need to know about?"* And the Executive Assistant should be able to provide the answer quickly and accurately. This person is ultimately an *extension of the CEO* and a critical part of keeping the company organized, accountable, and moving forward. Pay: $52,167.90 - $62,825.86 per year Benefits: * 401(k) * 401(k) matching * Employee discount * Flexible schedule * Health insurance * Paid time off Work Location: Hybrid remote in Acampo, CA 95220