Executive Assistant

Executive Assistant to the President/COO

Pierre Landscape, Inc. | Irwindale, CA

Salary: $80,000-$100,000 annually, depending on experience

Job Type: Full-Time | On-Site

About Us

Pierre Landscape, Inc. is a leading commercial landscape construction and maintenance company serving Southern California. We take pride in delivering high-quality projects through teamwork, accountability, and a commitment to operational excellence.

We are seeking an experienced, highly organized, and proactive Executive Assistant to support our President/COO. This position is ideal for someone who thrives in a fast-paced environment, enjoys improving processes, and knows how to keep people, projects, and priorities moving forward.

We are looking for someone who takes ownership, follows through, and can effectively coordinate with department managers to ensure company priorities are completed accurately and on time.

Key Responsibilities

Executive Support & Accountability

• 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 ensure timely completion.
• Follow up with department leaders 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.

Operational Oversight & Process Compliance

• Monitor departmental workflows to ensure established company procedures and deadlines are followed.
• Coordinate project page-turn meetings, ensuring they are scheduled and required forms are completed.
• Ensure project turnover meetings are scheduled, required documentation is prepared, and meeting outcomes are documented.
• Track pending change order requests (CORs), project milestones, and outstanding deliverables.
• Monitor the completion of recommended estimate revisions and follow up on outstanding items.
• Track bid submissions, ensuring 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.

Project & Department Coordination

• 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 progress on assigned projects and provide updates on deadlines, obstacles, and pending decisions.
• Review daily Quality & Maintenance (Q&M) recaps, identify outstanding concerns, and report significant issues to the President/COO.
• Verify that Q&M pre-job walks are scheduled before client job walks.
• Work across departments to improve communication, resolve administrative bottlenecks, and ensure consistent follow-through.

Reporting & Continuous Improvement

• 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 the implementation of operational improvements and monitor their effectiveness.

Qualifications

• 10+ years of progressive experience in executive support, operations coordination, project administration, office operations, or a related role; 10-20 years of experience preferred.
• Experience supporting senior executives or coordinating responsibilities across multiple departments.
• Proven 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.
• Bachelor's degree in Business Administration, Management, or a related field preferred, but not required.
• Experience in construction, landscaping, engineering, or a project-based industry strongly preferred.
• Familiarity with Salesforce, Sage, or Procore is a plus.

What We're Looking For

Our ideal candidate is someone who:

• Takes ownership: Doesn't wait to be reminded and follows through until tasks are completed.
• Holds people accountable: Is comfortable following up with managers and respectfully challenging missed deadlines.
• Thinks ahead: Anticipates potential problems and addresses them before they escalate.
• Is process-driven: Understands the importance of established procedures, accuracy, and consistency.
• Communicates effectively: Provides clear, concise updates without requiring constant direction.
• Gets things done: Can turn executive direction into organized, measurable action.
• Works independently: Exercises sound judgment, prioritizes effectively, and knows when to escalate concerns.
• Manage Without Authority: Effectively influences, coordinates, and holds department managers accountable without direct supervisory authority, ensuring commitments are met and tasks move forward.

Compensation & Benefits

• Annual salary: $80,000-$100,000, depending on experience.
• Medical, dental, and vision benefits.
• 401(k) retirement plan with 4% employer match
• Paid holidays and sick leave.
• Unlimited Vacation
• Opportunities for professional growth and development.

Fair Chance & EEO Notice

Pierre Landscape is a Fair Chance employer. Qualified applicants with arrest or conviction records will be considered in compliance with the Los Angeles County Fair Chance Ordinance and the California Fair Chance Act.

This role requires a criminal background check due to job duties involving:

• Access to private and public work locations, including sensitive areas
• Operation of vehicles, machinery, tools, or hazardous materials
• Responsibility for client property, equipment, or secured work areas

All applicants will receive an individualized assessment of their conviction history before any employment decision is made.

Pierre Landscape provides equal employment opportunities and does not discriminate based on race, color, religion, sex, national origin, age, disability, genetics, or any protected status under applicable laws.