Executive Assistant

Executive Administrator

Hemington Landscape Services, Inc. | Cameron Park, CA

Reports to: CEO

Ever walked into a room, noticed five things that needed to be handled, and just handled them?

Hemington Landscape Services is a growing commercial landscape company built on four values: Service, Quality, Character, and Communication. We're looking for someone who lives those values naturally--not because they're on a wall, but because that's how you're wired.

This role is the operational backbone of the company. You'll work directly with the CEO and touch every part of the business leadership support, office operations, vendor management, HR, finance coordination, IT, and everything in between.

We don't need someone who can follow a checklist. We need someone who writes the checklist, then makes sure everything on it actually gets done.

What This Role Really Is

You keep the business organized and moving. When something needs to happen, you make it happen. When something's about to break down, you catch it first. When a ball gets dropped somewhere in the company, you're the one who picks it up--often before anyone else notices.

You are not waiting for instructions. You are running systems, managing vendors, organizing people, and solving problems every single day.

Essential Duties and Responsibilities

Executive Support

• Serve as a direct extension of the CEO across all areas of the business
• Own task tracking, follow-ups, and execution across departments
• Coordinate meetings, prepare agendas, and drive follow-through on action items
• Draft communications, reports, and internal documents
• Handle confidential information with absolute professionalism

Office Administration

• Manage all daily office operations with full ownership
• Process incoming and outgoing mail and deliveries
• Coordinate check deposits
• Order supplies before they run out--not after
• Keep the office clean, organized, and running like a machine
• Maintain filing systems (digital and physical) for all company records

Property & Facility Coordination

• Own the condition and operation of the office and property
• Manage all facility vendors and services:
• Pest control
• Building maintenance and repairs
• Alarm and security systems
• Janitorial services
• Contractors
• Spot problems early and resolve them before they escalate

Financial & Documentation Support

• Prepare and deposit checks
• Support the flow of invoices, receipts, and financial documents
• Open and sort the daily mail deliveries.

Meetings & Events

• Own the planning and execution of monthly Construction Manager (CM) meetings
• Coordinate company events and leadership meetings
• Ensure meetings are prepared, productive, and followed through

Recruiting & HR Support

• Coordinate job postings, applicant communication, and interview scheduling
• Support new hire onboarding including workspace and system setup
• Assist HR with documentation, organization, and administrative tasks

Technology & Systems

• Set up computers, email, and system access for new employees
• Troubleshoot everyday office tech issues (printers, devices, connectivity)
• Coordinate with outside IT support when needed
• Keep digital systems and shared files organized

Special Projects & Continuous Improvement

• Take on projects as they come up and see them through
• Find better ways to do things without being asked
• Bring order where there is none

Qualifications

Required:

• 3+ years in an administrative, executive support, or office management role
• Strong organizational skills and relentless attention to detail
• Ability to juggle multiple priorities without losing track of any of them
• Clear, professional communication (written and verbal)
• Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams)

Preferred:

• Experience in construction, landscaping, or a service-based business
• Familiarity with basic accounting workflows
• Experience managing vendors or coordinating facilities
• Experience supporting executive leadership