Executive Assistant - San Luis Obispo, CA

Company Profile:  · At J.W. Design & Construction, we have proudly demonstrated our capabilities across various construction realms, solidifying our reputation as a versatile and proficient organization for over 47 years.  In all aspects of construction, from small interior impro ...

Job description

Company Profile: 

At J.W. Design & Construction, we have proudly demonstrated our capabilities across various construction realms, solidifying our reputation as a versatile and proficient organization for over 47 years.  In all aspects of construction, from small interior improvements, to large wineries, professional office buildings, light manufacturing and multi-residential buildings, J.W. Design & Construction brings professionalism, quality, safety and dedication to every project team we serve.  

Job Summary: 

Reporting to the VP of Operations and the VP of Business Development, the Executive Assistant will support the Executive Management Team, while ensuring accountability across all business lines in utilizing internal systems, processes and strategic initiatives moving forward from concept to implementation.  The ideal candidate will execute internal initiatives, ensure CRM accuracy, community outreach follow-through and cross-department coordination.  As the company continues to grow, this role is designed to increase responsibility and leadership opportunities over time. 

Duties / Responsibilities: 

Internal Strategy, Execution and Accountability:

Translate executive direction into actionable internal initiatives, with defined timelines and ownership;

Maintain visibility of internal projects and improvement efforts;

Track deliverables, deadlines and cross-department commitments;

Identify stalled initiatives, risks, or resource gaps and escalate appropriately;

Provide regular progress reporting to leadership. 

Internal Project and Change Management:

Plan and manage internal projects, including system implementations and process improvements;

Coordinate cross-functional teams to ensure clarity and accountability;

Develop timelines, milestones and success metrics;

Document processes and implementation outcomes. 

Business Development and CRM Support:

Support strategic partner relationships, meeting coordination and follow-ups;

Research potential clients and market opportunities;

Prepare qualification packages, proposals, draft contracts and marketing materials;

Manage and maintain CRM system accuracy and reporting;

Track pipeline tasks, deadlines and internal handoffs;

Assist with contract template drafting and monthly preconstruction reporting. 

Marketing and Community Engagement:

Coordinate marketing initiatives, sponsorships and outreach efforts;

Support company events and brand initiatives;

Track community engagement commitments and follow-through;

Align marketing efforts with business development objectives. 

Human Resources and Internal Coordination:

Provide HR administrative support;

Track employee growth plans and training initiatives;

Coordinate company meetings and events;

Ensure quarterly meetings with Superintendents and Project Engineers are scheduled and documented. 

Operations and Accounting Coordination:

Support operational documentation and system coordination;

Cross-train on accounting systems and reporting improvements;

Track accounting-related initiatives and post-project reporting;

Maintain software user accounts and system access;

Assist with contract template management. 

Executive Administrative Support:

Provide executive calendar coordination;

Prepare internal reports and leadership updates;

Facilitate planning and implementation meetings;

Support executive transitions during preconstruction phases. 

Qualifications: 

High school diploma required; Associate's or Bachelor's degree in Business Administration or similar discipline, preferred;

3+ years of experience as an executive-level assistant in business development, marketing, operations, or project coordination;

Construction industry experience preferred;

Proficiency in Microsoft Office; CRM experience required; (Buildr preferred);

Astute oral and written communication and interpersonal skills;

Exceptional organizational, analytical, time management, problem-solving, multi-tasking, attention to detail and follow-through skills;

Ability to work independently while collaborating across departments;

Ability to lift at least 25 pounds in weight. 

Compensation:

$34.00 ($70,720 equivalent) to $41.00 ($85,280 equivalent) per hour DOE, for this full-time non-exempt position. 

Benefits:

Medical premiums paid 100% by employer for employee through the Bronze Blue Shield Plan with buy-up options for the Silver and Gold Plans;

Dental, vision and life premiums paid 100% by employer for employee;

Cafeteria Plan to include AFLAC coverage premiums paid by employee pre-tax;

Profit Sharing after 1 year of employment;

401(K) Retirement Plan after 500 hours of employment, not company matched;

10 days of annual paid sick days allotted in an annual lump sum;

5 days of accrued paid annual vacation time during 1st year, with an additional day added each year thereafter, capping at 20 days;

9 paid public holidays annually.  

Working Hours:

8:00AM -4:30PM, Monday – Friday  

Location:

San Luis Obispo, CA – onsite position