Executive Assistant to Chief Executive Officer

W. L. Butler; Redwood City (CA); On-site; USD 70,000 - 85,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(k) with Company Match

Paid Time Off (PTO)

Flexible Spending Accounts

Student Loan Assistance

Identity Theft Protection

Wellness Program Benefits

Job summary

W. L. Butler is seeking an Executive Assistant to the CEO in Redwood City, California. This role demands a highly organized professional with 5+ years supporting senior executives. Responsibilities include managing complex calendars, coordinating travel, and handling sensitive communications. The ideal candidate will exhibit exceptional organizational skills, strong judgment, and a solution-oriented mindset, representing the CEO with professionalism and discretion. Benefits include medical insurance, 401(k) matching, and paid time off.

Qualifications

• 5+ years supporting a senior executive.
• Strong judgment and attention to detail.
• Exceptional organization and communication skills.

Responsibilities

• Provide comprehensive administrative support to the CEO.
• Own and manage the CEO's complex calendar.
• Coordinate business travel and maintain logistics.

Skills

Exceptional organization

Strong written and verbal communication

Proficiency in Microsoft Office

Problem-solving skills

Ability to collaborate effectively

Tools

Microsoft Office

CRM software

Canva

Teams

Zoom

Job description

Join a team of passionate construction professionals who take pride in delivering exceptional projects and building lasting relationships. At W. L. Butler, we’re dedicated to Building What Matters — for our clients, our communities, and our team.

ABOUT THE ROLE

We are seeking a highly organized, proactive, and trusted Executive Assistant to the CEO who thrives in a fast‑paced, dynamic environment. This role is critical to the success of the CEO and the broader organization, providing high‑level administrative, logistical, and project support with discretion, precision, and adaptability.

The ideal candidate is a strategic thinker with exceptional attention to detail, strong judgment, and the ability to anticipate needs before they arise. You’ll manage complex calendars, coordinate travel and events, handle sensitive communications, and serve as a key partner to the CEO in keeping priorities on track.

WHAT YOU WILL DO

• Provide comprehensive administrative support to a dynamic CEO, managing daily priorities and long‑term projects with minimal direction
• Own and manage the CEO’s complex, frequently changing calendar — including scheduling, prioritization, reminders, and conflict resolution
• Coordinate business travel, creating detailed itineraries and ensure all logistics and documentation are in place
• Maintain digital and physical files, records, and contacts with high accuracy and confidentiality
• Draft professional correspondence and personal communications on behalf of the CEO
• Review voicemail messages and act on items when appropriate
• Process mail, invoices, and expenses; partner with the CFO on payments and monthly reconciliations
• Coordinate and support events, including guest lists, invitations, vendors, and on‑site logistics
• Manage and track client and relationship gifts
• Troubleshoot basic technology issues across devices (iPhone, iPad, computer, Teams, Zoom)
• Assist with errands and personal tasks
• Serve as backup to the Office Manager as needed
• You bring calm and clarity when plans change quickly
• You anticipate needs, solve problems early, and close loops without repeated reminders
• You’re warm, polished, and confident working with people at all levels
• You can accept direct feedback without taking it personally — and use it to improve systems
• You protect confidentiality and represent the CEO and company with professionalism

QUALIFICATIONS

• 5+ years supporting a senior executive
• Exceptional organization, judgment, and attention to detail
• Strong written and verbal communication skills
• Proficiency in Microsoft Office, Teams, Zoom, Canva, and CRM software
• Strong problem‑solving skills with a solution‑oriented mindset
• Ability to collaborate effectively with others on tasks and projects
• Demonstrates respect toward all individuals, regardless of role or level
• Represents the CEO and the company with professionalism, discretion, and integrity
• Strong sense of confidentiality, adaptability, and calm under pressure

Industry experience in construction, real estate, or a related field is a plus, but not required.

BENEFITS & PERKS

We take care of our team so they can take care of the work that matters.

• Medical, Dental, and Vision Insurance
• 401(k) with Company Match
• Paid Time Off (PTO)
• Flexible Spending Accounts
• Student Loan Assistance
• Identity Theft Protection
• Wellness Program Benefits

WHY W. L. BUTLER?

With offices in Redwood City, Stockton, Livermore, and Irvine, W. L. Butler is a full‑service general contractor known for integrity, collaboration, and project excellence across California.

We believe great work starts with great people. If you’re looking for a role where your organization, judgment, and people skills make a real difference every day, we’d love to hear from you.