Executive Assistant to the COO/CFO

Butcher Power Products; Rancho Cordova (CA); On-site; USD 80,000 - 120,000; Full time

Job summary

Butcher Power Products seeks an experienced Executive Assistant to the CEO & CFO to act as a trusted partner, managing the pace, prioritization, and complexity of executives’ responsibilities. The role requires judgment, discretion, and proactive leadership to keep executives focused on critical priorities while representing leadership with poise.

The candidate will anticipate needs, direct attention, and manage communications, travel, and stakeholder coordination in a fast‑growing environment.

Qualifications

• 7+ years supporting senior executives or C‑suite leaders in a dynamic environment.
• Demonstrated autonomy, authority, and judgment in decision making.
• Strong business acumen and understanding of organizational priorities.
• Exceptional written and verbal communication skills.
• High emotional intelligence, discretion, and situational awareness.

Responsibilities

• Act as gatekeeper and prioritization authority for the CEO and CFO, managing calendars and competing demands decisively.
• Exercise delegated decision‑making to accept, redirect, decline, or reprioritize requests.
• Proactively identify conflicts, risks, and opportunities; flag issues early.
• Prepare executives for meetings, travel, and critical conversations with briefs and recommended actions.
• Own tracking of commitments, follow‑ups, and deadlines, ensuring nothing slips through the cracks.
• Align CEO and CFO priorities when overlapping, ensuring clarity and coordinated execution.
• Draft, edit, and manage high‑stakes written communications for the executives.
• Represent leadership with polish and professionalism with employees, customers, vendors, partners, and investors.
• Demonstrate discretion handling confidential or strategic information.

Skills

Autonomy

Judgment

Emotional intelligence

Discretion

Communication skills

Travel willingness

Microsoft 365

Tools

Microsoft 365

Job description

The Executive Assistant to the CEO & CFO is a senior, trusted partner responsible for managing the pace, prioritization, and complexity of both executives’ professional—and limited personal—responsibilities. This role requires exceptional judgment, authority, discretion, and proactive leadership.

The Executive Assistant to the CEO & CFO is a senior, trusted partner responsible for managing the pace, prioritization, and complexity of both executives’ professional—and limited personal—responsibilities. This role requires exceptional judgment, authority, discretion, and proactive leadership.

This is not a task-based administrative role. The successful candidate will anticipate needs, make decisions, and actively direct the CEO’s and CFO’s attention—often without instruction—so time, energy, and focus are spent where they matter most. This role operates with delegated authority, acting as an extension of executive leadership in managing priorities, information flow, relationships, and execution across a fast‑growing organization.

Core Expectations

• Operates independently with sound business judgment and minimal oversight
• Comfortable telling executive leadership what needs to happen—not waiting to be told
• Trusted to handle sensitive matters with discretion and maturity
• Recognized internally and externally as a proxy for CEO and CFO priorities
• Balances and integrates competing executive needs with strong prioritization and diplomacy

Key Responsibilities

Executive Partnership & Decision Authority

• Serve as the primary gatekeeper and prioritization authority for the CEO and CFO, managing calendars, time, and competing demands decisively.
• Exercise delegated decision‑making authority to accept, redirect, decline, or reprioritize requests in alignment with executive objectives.
• Proactively identify conflicts, risks, and opportunities; flag issues before they become problems.
• Prepare both executives for meetings, travel, and critical conversations through concise briefings, context, and recommended actions.
• Own tracking of commitments, follow‑ups, and deadlines—ensuring nothing falls through the cracks without requiring reminders.
• Align CEO and CFO priorities when overlapping or competing, ensuring clarity and coordinated execution.

Communication, Writing & Executive Presence

• Draft, edit, and manage high‑stakes written communications on behalf of the CEO and CFO, including emails, talking points, board materials, and external correspondence.
• Represent executive leadership with polish, credibility, and professionalism when interfacing with employees, customers, vendors, partners, and investors.
• Demonstrate discretion and judgment when handling confidential, financial, personnel, or strategic information.

Executive Brand & Visibility Support

• Support external presence and communications for the CEO (and CFO as needed), ensuring messaging aligns with leadership voice, company values, and strategic priorities.
• Coordinate messaging cadence and engagement to strengthen leadership visibility and influence.
• Monitor trends and opportunities to ensure communications remain relevant, timely, and aligned with business objectives.

Travel, Events & Real‑Time Support

• Partner with internal or external coordination resources to book travel logistics while owning all direct communication, details, changes, and real‑time coordination for both executives.
• Manage all logistics before, during, and after travel so executives remain focused on outcomes—not details.
• Travel with executives to key events as needed to provide on‑the‑ground coordination and execution support.

Systems, Structure & Executive Effectiveness

• Design and maintain systems and processes that improve executive effectiveness (calendar structure, meeting cadence, travel workflows, communication rhythms).
• Continuously evaluate what is and is not an effective use of executive time—and adjust accordingly.
• Bring order and structure to ambiguity in a rapidly growing, evolving organization.

Stakeholder & Relationship Navigation

• Serve as a central point of coordination between the CEO, CFO, and internal leaders, external partners, customers, vendors, and investors.
• Navigate organizational dynamics with emotional intelligence and business awareness.
• Support executives in moving efficiently and strategically through people, meetings, and priorities.

Required Qualifications

• 7+ years supporting senior executives, C‑suite leaders, or founders in a dynamic environment
• Demonstrated ability to operate with autonomy, authority, and judgment
• Strong business acumen and understanding of organizational priorities
• Exceptional written and verbal communication skills
• High emotional intelligence, discretion, and situational awareness
• Proven ability to build structure, systems, and operating rhythm—not just execute tasks
• Proficiency with Microsoft 365 and modern productivity tools
• Willingness and ability to travel as needed

Preferred Experience

• Experience supporting multiple executives with overlapping priorities
• Exposure to finance, operations, or executive decision forums (e.g., board prep, financial planning cycles)
• Experience in high-growth or scaling organizations
• Background supporting investor, board, or executive-level communications
• History of functioning as a true right hand—not an administrative order‑taker

Work Environment

• In‑office presence is a plus for real‑time support, but outcomes matter more than location
• This role is built on trust, discretion, and accountability—not micromanagement