Executive Assistant

Pierre Landscape Construction•Irwindale, CA

5d•$80,000 - $100,000•Onsite

About The Position

Pierre Landscape, Inc. is seeking an experienced, organized, and proactive Executive Assistant to support the President/COO at its Irwindale, California location. The role coordinates operational priorities, assignments, and follow-up across department managers, helping ensure company priorities are completed accurately and on time. It is suited to someone who can improve processes and keep people, projects, and priorities moving in a fast-paced environment. The Executive Assistant supports executive meetings and special projects, monitors departmental workflows and compliance with company procedures, tracks project and bid-related deliverables, and coordinates information and approvals across departments. The role also maintains tracking systems, prepares weekly reports, identifies process and communication improvements, and helps develop and maintain standard operating procedures and workflow tools. The position is full-time and on-site. The listed annual salary is $80,000–$100,000, depending on experience. Benefits include medical, dental, and vision coverage, a 401(k) with a 4% employer match, paid holidays and sick leave, unlimited vacation, and professional growth and development opportunities. A criminal background check is required because of the role's duties, and applicants will receive an individualized assessment of conviction history before any employment decision.

Requirements

10 or more years of progressive experience in executive support, operations coordination, project administration, office operations, or a related role; the posting prefers 10–20 years.
Experience supporting senior executives or coordinating responsibilities across multiple departments.
Ability to manage competing priorities, meet deadlines, and hold others accountable without direct supervisory authority.
Strong organizational, analytical, problem-solving, and follow-through skills.
Excellent written and verbal communication skills, including professional and confident communication with department managers and executives.
Strong attention to detail and ability to identify discrepancies, missed deadlines, and process gaps.
Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and Teams.
Experience using project management, CRM, ERP, or task-tracking systems.
Ability to take ownership, anticipate problems, communicate clear updates, work independently, exercise sound judgment, prioritize effectively, and escalate concerns appropriately.

Nice To Haves

Bachelor's degree in Business Administration, Management, or a related field; preferred but not required.
Experience in construction, landscaping, engineering, or another project-based industry.
Familiarity with Salesforce, Sage, or Procore.

Responsibilities

Serve as the President/COO's primary point of coordination for operational priorities, assignments, and follow-up items.
Track action items assigned to department managers during meetings and follow up with department leaders on outstanding tasks, deadlines, and deliverables.
Identify delays, process gaps, and unresolved issues, and provide status updates to the President/COO.
Coordinate executive meetings, prepare agendas, document decisions, and track follow-up commitments.
Manage special projects and companywide initiatives assigned by the President/COO.
Monitor departmental workflows to ensure established company procedures and deadlines are followed.
Coordinate project page-turn and turnover meetings; ensure meetings are scheduled, required forms and documentation are prepared, and outcomes are documented.
Track pending change order requests, project milestones, and outstanding deliverables.
Monitor completion of recommended estimate revisions and follow up on outstanding items.
Track bid submissions, ensure packages are prepared 24–48 hours before deadlines when feasible, and document reasons for delays.
Coordinate with department managers to keep required qualifications and prequalification documents current.
Monitor Salesforce data accuracy and follow up on incomplete or outdated information.
Coordinate the Sage budget review and approval process and ensure required reviews and approvals are completed.
Track progress on assigned projects and provide updates on deadlines, obstacles, and pending decisions.
Review daily Quality & Maintenance recaps, identify outstanding concerns, and report significant issues to the President/COO.
Verify that Quality & Maintenance pre-job walks are scheduled before client job walks.
Work across departments to improve communication, resolve administrative bottlenecks, and support consistent follow-through.
Prepare concise weekly reports covering completed assignments, overdue tasks, upcoming deadlines, and items requiring executive attention.
Maintain organized tracking systems for departmental commitments, operational priorities, and special projects.
Identify opportunities to improve processes, communication, and accountability.
Assist in developing and maintaining standard operating procedures, checklists, and workflow tracking tools.
Support implementation of operational improvements and monitor their effectiveness.
Coordinate and influence department managers without direct supervisory authority to help ensure commitments are met and tasks move forward.