Executive Assistant

Now CFO, Llc.; Oregon; On-site; USD 70,000 - 100,000; Full time

Job summary

Now CFO, Llc. is hiring a full-time, in-office Executive Assistant to support the President of a multi-state construction company in the Pacific Northwest.

The role handles email and data management, financial reporting support, prequalification packages, and process-driven projects, serving as the President’s long-term right hand with mentorship from a senior executive. This is a destination role with access to confidential information, requiring integrity, discretion, and strong organizational

Qualifications

• Proven experience as an executive assistant to a senior executive.
• Ability to handle highly confidential company and financial information.
• Strong written and verbal communication; professional representation of the President.

Responsibilities

• Executive support and inbox management for the President.
• Calendar coordination, meetings, and travel arrangements.
• Data organization and retrieval; maintain file cleanliness.
• Monthly soft close support with project summaries and reporting.
• Complete contractor prequalification packages and technical applications.
• Handle confidential information and assist with approvals under controls.
• Take on process improvement tasks and explore AI tools for efficiency.

Skills

Executive support

Discretion & integrity

Professional presence

Written communication

Attention to detail

Basic financial literacy

Coachable

MS Office proficient

Long-term commitment

In-office work

Tools

Microsoft Office suite

Job description

We are hiring a full-time, in-office Executive Assistant to support the President of a well-established, multi-state construction company in the Pacific Northwest.

The President also carries the company's COO and CFO responsibilities, so nearly everything in the business crosses this desk. This role takes the important but time-consuming work off that desk: email and data management, financial reporting support, prequalification packages, and process-driven projects.

This is a destination role, not a stepping stone. It is the most senior administrative position in the company, with the broadest access to confidential information. It is built for a steady, trusted professional who wants to be the President's right hand for the long term, with ongoing learning and direct mentorship from a senior executive.

Key responsibilities

• Executive support and inbox management. Manage the President's email, which runs about a third heavier than anyone else's in the company. Triage, draft responses, flag priorities, and track follow-ups.
• Calendar and correspondence. Coordinate schedules, meetings, and travel, including travel to other company divisions. Prepare clear, professional correspondence on the President's behalf.
• Data management. Organize, maintain, and retrieve the information the President relies on, keeping files clean, current, and easy to find.
• Monthly soft close support. Gather project summaries from the Chief Project Manager and enter them into the monthly soft close financial reports the President reviews before financials are final. This is data collection and reporting, not project accounting or WIP preparation.
• Prequalifications and applications. Complete contractor prequalification packages and other technical applications for the company's divisions, pulling together confidential company information for the President's final review.
• Confidential and sensitive information. Work with information other long-tenured staff do not see. Prepare items for approval within the company's internal controls; the President approves and finalizes all transactions.
• Process work and special projects. Take on recurring and one-off tasks from the President's desk, and help improve how work gets done, including practical use of new tools such as AI.

Required Qualifications

Culture fit comes first: the President called it the top requirement.

• Proven experience as an executive assistant supporting a senior executive.
• High integrity, discretion, and honesty, with the judgment to handle highly confidential company and financial information.
• Professional presence and communication, with the ability to represent the President and the company well.
• Strong written and verbal skills: articulate, efficient, and accurate. Sloppiness is a dealbreaker.
• Highly organized, efficient, and detail-oriented.
• Basic financial literacy: understands what a balance sheet and financial statements are and knows debits from credits. Accounting depth is not required.
• Proficient in the Microsoft Office suite.
• Coachable: takes instruction, feedback, and recognition well.
• Wants a long-term, stable role and is not seeking a path to promotion.
• Able to work in the office five days a week.
• Able to pass background, reference, and credit checks.

Preferred qualifications

• Construction industry experience of any kind, with an understanding of how a project moves from start to finish.
• Experience with Viewpoint Vista or a similar construction ERP.
• Experience with contractor prequalification packages or bid documentation.
• Comfort learning and using AI tools to work more efficiently.