Executive Assistant

About The Hatch Group The Hatch Group is a growing, family-owned construction organization serving customers across multiple states. Our services include asphalt paving, pavement preservation, concrete and civil construction, facility maintenance, snow removal, and material production. As our companies, locations, and teams expand, we remain committed to quality work, strong relationships, and a collaborative company culture. Position Summary The Executive Assistant provides direct support to the Vice President while managing a growing administrative support team, currently consisting of two employees. This role combines executive coordination with daily team leadership, ensuring that priorities are clear, responsibilities are assigned appropriately, and work is completed accurately and on time keeping company initiatives, needs and customers as top priority. This person serves as a trusted resource for the Vice President and a key point of coordination across departments and locations. The ideal candidate is proactive, organized, creative, discreet, and comfortable balancing direct executive support with delegation, leadership, and accountability. Key Responsibilities Team Leadership and Development Supervise two team members, with responsibility for helping develop and manage the team as the company growsIdentify company needs and assign responsibilities, establish daily and weekly priorities, and balance workloads to meet business needsSet clear expectations for accuracy, responsiveness, professionalism, and completion of assigned workHold regular team check-ins, review progress, address obstacles, and provide timely feedbackTrain and cross-train team members on company systems, procedures, and administrative responsibilitiesDevelop consistent workflows, checklists, and coverage plans to support reliable service across locationsParticipate in recruiting, interviewing, onboarding, and training additional team membersIdentify staffing, training, and process needs and present recommendations to the Vice President. Executive Support and Calendar Management Evaluate scheduling requests, resolve conflicts, and coordinate changes based on business prioritiesPrepare daily and weekly summaries of upcoming commitments, deadlines, pending decisions, and outstanding itemsAnticipate information and materials needed for meetings, conversations, and scheduled activities and prepare them accordinglyCoordinate travel arrangements, itineraries, reservations, and related expense documentation company-wideDelegate appropriate administrative tasks while maintaining accountability for completion and quality Communication and Correspondence Draft, edit, and organize emails, announcements, presentations, and other correspondence for the Vice President’s reviewMonitor designated communications, identify urgent matters, and route requests to the appropriate person or departmentGather background information so the Vice President can respond efficiently and make informed decisionsCommunicate approved information and requests on behalf of the Vice President with professionalism and accuracyCoordinate the administrative team’s handling of incoming requests to ensure timely responses and clear ownershipMaintain discretion when handling sensitive employee, financial, business, and acquisition-related information Meeting Coordination and Follow-Through Schedule leadership meetings, department check-ins, planning sessions, and meetings with external partnersPrepare agendas, gather supporting documents, and distribute materials in advanceAttend designated meetings, document key decisions, and maintain action-item lists with assigned owners and deadlinesFollow up with responsible team members, collect updates, and bring overdue items or obstacles to the Vice President’s attentionCoordinate meeting logistics, including locations, virtual access, room preparation, and refreshments as needed Project Management and Company Initiative Support Maintain trackers for projects and priorities assigned by the Vice PresidentCoordinate information and administrative tasks across departments, company entities, and locationsAssign supporting tasks to team members and monitor progress against established deadlinesSupport acquisition integration activities by organizing meetings, documentation, checklists, and follow-up itemsCompile departmental updates into concise status summaries and presentationsDocument procedures, organize shared resources, and improve administrative workflowsResearch assigned topics, vendors, or service options and summarize findings for review Company Events and Administrative Oversight Coordinate the team’s support of employee events, leadership gatherings, company celebrations, and training sessionsOversee invitations, attendance tracking, vendors, materials, and event logisticsEstablish consistent practices for organizing electronic files, contact lists, correspondence, and executive recordsPrepare or review expense reports, invoices, and purchasing requests before routing them through established approval processesEnsure administrative coverage during absences and periods of increased workloadComplete special assignments and provide additional support as directed by the Vice President Qualifications 3+ years of experience as an Executive Assistant, Senior Administrator, or comparable experienceExtremely strong computer and technology skills are required Prior supervisory or team leadership experience, including assigning work, training employees, providing feedback, and managing deadlinesDemonstrated ability to balance individual responsibilities with oversight of a teamExperience managing complex schedules, competing priorities, confidential information, and time-sensitive requestsStrong written and verbal communication skills, including the ability to draft polished correspondenceProficiency with Google Workspace, including calendars, spreadsheets, documents, presentations, and shared filesAbility to learn company systems, which include Workday, Trainual, OneCrew, HubSpot, Canva, and other business platformsExperience developing administrative procedures or helping expand a support team is preferredAssociate’s or bachelor’s degree is preferred; equivalent relevant experience will be considered Key Skills and Attributes Leadership and accountability: Provides clear direction, supports employee development, and addresses issues promptlyDelegation: Assigns work thoughtfully and follows up without losing sight of executive prioritiesOrganization and follow-through: Keeps details, deadlines, and commitments visible and follows tasks through to completionSound judgment: Handles routine matters independently and recognizes when direction or escalation is neededDiscretion: Protects confidential information and maintains professional boundariesInitiative: Anticipates needs, identifies gaps, and proposes practical solutionsAdaptability: Responds calmly to changing schedules, staffing needs, and business demandsAccuracy and professionalism: Sets a consistent standard for the quality of the team’s work and interactions Schedule and Travel This position works regular office hours Monday - Friday at our Headquarters in Plainville, MA Travel 10% - There is a need for travel in between locations which currently include Hingham, MA and Orlando, FL. Pay Range: This is a salaried position ranging from a base of $75,000 - $85,000 with opportunities for performance bonuses What Success Looks Like In office operations run smoothly between all locationsWorkloads are balanced and projects are completed on timeMeeting decisions and action items are documented and followed throughAdministrative processes remain consistent as the team and company growConfidential matters are handled with care and sound judgment Benefits: We're thrilled to offer our full-time employees with a healthy benefits package including Health, Vision, Life, and Dental Insurances. Additionally, we match 401k contributions up to 4%. Please note that Hatch is a drug-free work environment and all employees are subject to pre-employment and random drug screenings throughout their employment. Benefits: We're thrilled to offer our full-time employees with a healthy benefits package including Health, Life, and Dental Insurances. Additionally, we match in 401k contributions up to 4%. Please note that Hatch is a drug free work environment and all employees are subject to pre-employment and random drug screenings throughout their employment. Powered by JazzHR xPPC6nZMBo