Executive Administrative Assistant & Sales Coordinator

Executive Administrative Assistant & Sales Coordinator

L. Johnson Construction, Inc. – Gardena, CA
Full-Time | On-Site | $30.00 per hour

About the Role

L. Johnson Construction is a small, family-owned construction company seeking an experienced Executive Administrative Assistant to provide direct, hands-on support to the Owner.

This is not an entry-level administrative position. The successful candidate must have prior experience directly supporting an executive, business owner, or senior leader and be comfortable managing a fast-moving schedule, changing priorities, detailed follow-up, and a high volume of day-to-day communication.

The role is primarily executive and administrative support, with an additional sales coordination component involving lead research and follow-up.

The Owner is involved in L. Johnson Construction as well as three additional family-owned business entities. This position will provide administrative support across those business interests and will also assist with occasional personal business during normal working hours.

There is no expectation of after-hours availability.

The Right Person for This Role

You may be a strong fit if you are someone who:

• Naturally keeps executives organized and one step ahead.
• Takes detailed notes and does not rely on memory alone.
• Notices when an address, attachment, phone number, deadline, or other important detail is missing.
• Can listen to an executive dictate an email and accurately capture the message at a professional business pace.
• Adapts to different leadership styles and learns how your executive prefers to work.
• Can manage interruptions without becoming flustered.
• Is persistent about following up and closing open items.
• Communicates professionally and discreetly.
• Is comfortable wearing multiple hats in a small-business environment.
• Enjoys being the trusted person behind the scenes who keeps things moving.
• Is willing to learn about the construction industry and the terminology necessary to become increasingly independent.

Executive & Administrative Support 85%

• Provide direct daily administrative support to the Owner.
• Manage a busy and frequently changing calendar.
• Schedule, confirm, reschedule, and track business and personal appointments.
• Create complete calendar entries including addresses, suite numbers, contact information, meeting purpose, relevant notes, attachments, notifications, and reminders.
• Anticipate scheduling conflicts and proactively communicate upcoming commitments.
• Take dictation and prepare emails, correspondence, notes, and other communications quickly and accurately.
• Monitor email and identify communications requiring the Owner’s attention, response, or follow-up.
• Maintain task lists and follow-up systems so commitments and deadlines do not fall through the cracks.
• Prepare documents, spreadsheets, PDFs, correspondence, and other administrative materials.
• Handle incoming calls, mail, electronic communications, and general office administration.
• Maintain organized electronic and physical files.
• Assist with administrative matters related to the Owner’s additional family business interests.
• Handle occasional personal administrative matters for the Owner during normal working hours.
• Maintain strict confidentiality and exercise sound judgment when handling personal, financial, medical, employee, customer, and business information.

Sales & Lead Coordination 15%

• Research potential construction opportunities that fit L. Johnson Construction’s business criteria.
• Review public agency websites, PlanetBids, city and county opportunities, and other lead sources.
• Receive potential leads from the Owner and estimating team and research the details necessary to determine whether an opportunity should be pursued.
• Organize and track leads, deadlines, contacts, and follow-up activity.
• Make professional follow-up calls or emails to customers, agencies, vendors, and prospective opportunities as needed.
• Support the estimating and bidding process administratively.
• Maintain accurate lead and opportunity records.

Required Qualifications

• A minimum of 1-year previous professional experience as an Executive Assistant, Executive Administrative Assistant, or comparable role directly supporting an executive or business owner is required.
• Demonstrated experience managing an executive’s calendar, appointments, reminders, and changing priorities.
• …