Executive Assistant

Company Summary

LCPtracker, Inc. is a cloud-based software (SaaS) provider specializing in labor compliance for public works construction projects. LCPtracker has offices in New Braunfels, TX, Orange CA, and Fenton, MI, and helps government agencies and prime contractors meet Davis-Bacon/prevailing wage compliance requirements on projects backed by federal, state, and/or local funding. Thousands of clients and over 100,000 contractors use LCPtracker for their certified payroll and construction site compliance needs. LCPtracker has been recognized year after year since 2017 as one of the “Best Places to Work” in Orange County by the Orange County Register.

Position Summary

The Executive Assistant (EA) to the Vice President of Sales & Marketing provides high-level administrative, operational, and strategic support to ensure the effective execution of sales and marketing objectives. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities in a fast-paced, results-driven environment. The EA acts as a trusted partner to the VP, supporting day-to-day operations, cross-functional coordination, and key initiatives.

Primary Duties and Responsibilities

Executive Support:

• Manage complex calendars, including scheduling internal and external meetings, travel arrangements, and event logistics for VP and sales and marketing leaders

• Serve as a primary point of contact for internal leaders, clients, vendors, and partners on behalf of the VP

• Prepare, edit, and proofread correspondence, presentations, reports, and meeting materials

• Process expense reports, invoices, reimbursements, and budget-related administrative tasks

• Maintain SharePoint filing system for key documents

• Anticipate executive needs and proactively resolve scheduling, administrative, or operational issues

Sales & Marketing Operations Support:

• Assist with coordination of sales and marketing initiatives, campaigns, and leadership meetings

• Track deadlines, deliverables, and action items for departmental projects and tasks

• Support preparation of sales reports, pipeline summaries, performance dashboards, and marketing updates

• Compile weekly/monthly performance reporting for Sales & Marketing leadership

• Coordinate internal events like sales and marketing meetings and provide support to Events team to plan and coordinate trade shows and other industry marketing events

Communication & Coordination:

• Facilitate communication between Sales, Marketing, Customer Success, Finance, and other departments

• Organize and document meeting agendas, notes, and follow-up actions

• Maintain organized electronic and physical filing systems

Confidentiality & Compliance:

• Handle sensitive and confidential information with discretion

• Support compliance with company policies and procedures

Process Improvement:

• Identify opportunities to improve administrative processes and workflow efficiency

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Core Competencies

• Executive-level administrative support and calendar management

• Sales and marketing operations support and coordination

• Strong written and verbal communication with internal and external stakeholders

• Cross-functional project coordination and deadline management

• Business and strategic awareness within sales and marketing environments

• Data reporting, presentation, and attention to detail

• Proficiency with Microsoft Office, CRM, and collaboration tools

• High level of confidentiality, judgment, and professionalism

Work Environment

This position performs its duties from the Orange, CA office. The role operates in a professional office environment and routinely uses standard office equipment such as computers, phones, mobile devices, and related technology.

Physical Requirements

While performing the functions of this job, the employee is regularly required to sit; frequently required to talk and hear, use hands and fingers to type, scroll and use computer equipment. The employee is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer and multiple screens; extensive reading; visual inspection of text/data in both print and electronic forms.

Position Type and Expected Hours of Work

This is a full-time non-exempt position. Days and hours worked are dependent on business needs and workload. General availability during regular business hours, Monday through Friday, is expected. Based on the candidate and /or position, a hybrid work arrangement may be considered; however, a minimum of three (3) or more days per week in the office is required to support executive collaboration, leadership presence, and cross-functional engagement. Some flexibility is allowed. Occasional evening and weekend work may be required as job duties demand.

Travel

There is no major travel requirement for this position. However, infrequent travel may be necessary to visit remote office(s), attend conferences/industry events, etc. Attendance at our corporate Staff Retreat is required. This event is a 2-3-day retreat. Attendance at our annual User Conference as assigned.

Salary Range

The hourly rate is $28.00 - $32.00 per hour. Pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. The total compensation package for this position may also include other elements dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment.

Benefits

Along with competitive pay, as a full-time LCPtracker employee, you are eligible for the following benefits:

• Paid Time Off

• 10 Paid Holidays

• Phantom Stock

• 401k Plan with up to 4% company match

• Medical Benefits (Health, Vision and Dental)

• Life Insurance (company paid)

• Long-Term Disability and Short-Term Disability (company paid)

• Employee discounts and perks program

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LCPtracker participates in the E-Verify Program. E-Verify is an internet-based system operated by the Department of Homeland Security and the Social Security Administration. It allows employers to confirm an individual’s employment eligibility to work in the United States. View the attached notices, available in English and Spanish, for important information regarding the E-Verify program. E-Verify Notice (PDF); Right to Work Notice (PDF)

LCPtracker, Inc. is an equal opportunity employer of all qualified individuals, including minorities, women, veterans, and individuals with disabilities, and regardless of sexual orientation or gender identity. LCPtracker, Inc. will consider for employment qualified applicants with criminal histories in a manner consistent with all federal, state, and local ordinances.

LCPtracker is committed to the full inclusion of all qualified individuals. In keeping with our commitment, LCPtracker will take steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact the LCPtracker Human Resources Department at HR@lcptracker.com.

Education and Experience

• Bachelor’s degree in business administration, Communications, or a related field preferred.

• Minimum of 4+ years of experience as an executive assistant or in a similar role, preferably supporting C-level executives.

• Experience with project management software and tools is a plus.

• Expert proficiency with Microsoft 365, especially Outlook, Word, PowerPoint, Excel, and Teams; ability to design and edit graphic presentations and materials in PowerPoint and Canva.

• Technical proficiency and problem-solving skills related to computer and software support and troubleshooting; and web-based applications.

• Exceptional verbal and written communication skills.

• Exceptional organizational skills and attention to detail.

• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, clients, and partners.

• Make appropriate, informed decisions regarding priorities and available time.

• Ability to be able to work independently and intuitively.

• Ability to prioritize according.

• Ability to maintain a high level of integrity and discretion in handling confidential information.