Executive Assistant

Pierre Landscape Construction•Irwindale, CA

4d•Onsite

About The Position

Pierre Landscape, Inc. is seeking an experienced, highly organized, and proactive Executive Assistant to support its President/COO. This full-time, on-site position in Irwindale, California, supports operational priorities and coordinates with department managers to keep company assignments, projects, and deadlines moving forward. The role is suited to someone who takes ownership, improves processes, follows through, and can hold others accountable without direct supervisory authority. The Executive Assistant coordinates executive meetings and special projects; tracks departmental commitments, project milestones, bid submissions, change order requests, and deliverables; and monitors workflows, procedures, and deadlines. The role also coordinates project meetings and approvals, reviews quality and maintenance recaps, maintains tracking systems, prepares weekly status reports, and helps develop and implement process improvements, standard operating procedures, checklists, and workflow tools. The position requires 10 or more years of progressive experience in executive support, operations coordination, project administration, office operations, or a related area; 10–20 years is preferred. A bachelor's degree in Business Administration, Management, or a related field is preferred but not required. Experience in construction, landscaping, engineering, or another project-based industry is strongly preferred. Familiarity with Salesforce, Sage, or Procore is a plus. The annual salary is $80,000–$100,000, depending on experience.

Requirements

10+ years of progressive experience in executive support, operations coordination, project administration, office operations, or a related role.
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 the ability to communicate professionally and confidently 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 exercise sound judgment, prioritize effectively, work independently, and know when to escalate concerns.
Ability to influence and coordinate with department managers and respectfully follow up on missed deadlines.

Nice To Haves

10–20 years of relevant experience is preferred.
Bachelor's degree in Business Administration, Management, or a related field is preferred but not required.
Experience in construction, landscaping, engineering, or a project-based industry is strongly preferred.
Familiarity with Salesforce, Sage, or Procore is a plus.

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 on outstanding tasks, deadlines, and deliverables.
Identify delays, process gaps, and unresolved issues, and provide regular 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 procedures and deadlines are followed.
Coordinate project page-turn and turnover meetings, ensuring they 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 ensure required qualifications and prequalification documents remain current.
Monitor Salesforce data accuracy and follow up on incomplete or outdated information.
Coordinate the Sage budget review and approval process, ensuring required reviews and approvals are completed.
Track assigned project progress 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 ensure consistent follow-through.
Prepare concise weekly reports highlighting 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 operational improvements and monitor their effectiveness.