Executive Assistant / Office Manager

About the Role

This is a hybrid role: part right hand to the owner, part communication hub for the business. You'll manage the owner's priorities and reporting, run the meeting cycle, coordinate between departments, and drive follow-up until things are actually closed. You'll fill open roles, handle insurance, price check service providers, and research new opportunities. The role involves a mix of administrative, operational, and strategic tasks across trucking, grading, aggregate sales, retail yards, and potential expansions into contractor and landscape businesses.

Four core principles guide decision-making and evaluation:

• Pursue Excellence: Prioritize doing things properly the first time, whether it's a customer job, invoice, or email.
• Show Others You Care: Ensure customers, drivers, vendors, field crews, and colleagues never feel like an inconvenience.
• Be Part of the Solution: Bring fixes or options, not just problem identification.
• Train, Train, Train: Continuously learn and teach others to avoid knowledge silos.

Responsibilities

Owner & Leadership Support

• Owner & Management Reporting: Build and deliver recurring reports (receivables, open jobs, hiring status, outstanding items) on schedule. Flag discrepancies and ensure data is actionable.
• Meeting Management: Own the meeting cycle: set schedules, build agendas, ensure preparation, capture decisions/action items, and circulate follow-ups.
• Executive & Ownership Support: Manage the owner's calendar, inbox, and priorities. Resolve conflicts, protect critical time, and act as a trusted filter for decisions. Handle ownership tasks and one-off projects as they arise.

Communication & Coordination

• Communication & Follow-Up: Track and drive commitments (owner, departments, customers, your own) to closure. Follow up proactively to prevent issues.
• Department Coordination: Ensure office, dispatch, yard, field, and management teams work from the same information. Bridge gaps and communicate decisions across teams.
• Customer Communication: Serve as the client-facing point of contact for active jobs, site issues, and accounts receivable. Keep HubSpot updated, communicate changes, and handle past-due accounts.

Daily Operations

• Daily Office Operations: Manage shared inboxes, calendars, files, and records. Route requests and track open items to closure.
• Accounts Receivable: Track open/past-due accounts, follow up with customers, and provide weekly updates to the owner. Organize job documentation for clean billing.
• Vendor Payment Support: Gather and match vendor bills against orders/receipts, chase approvals, and ensure timely payments. Resolve discrepancies with vendors.
• Billing Issue Resolution: Work between accounting and operations to resolve billing discrepancies (e.g., incorrect job billing, unrecognized vendor charges). Gather facts and close issues.
• Retail Yard Administration: Maintain accurate product, pricing, and order information across both yard locations. Document sales, deliveries, and outstanding balances.

People

• Recruiting & Hiring: Own the hiring process end-to-end: post jobs (Indeed), manage applicant pipelines, screen resumes, conduct first-round interviews, check references, and deliver vetted candidates to the owner.
• Staff Support: Maintain employment documentation, employee files, training records, and certifications. Run new hire onboarding from offer through first week.

Insurance, Vendors & Contracts

• Insurance: Handle policy documentation, renewals, certificates, equipment/vehicle updates, benefit enrollment, and broker communications. Ensure coverage remains current.
• Service Providers & Contract Analysis: Price check providers/suppliers, compare quotes, and analyze contracts for critical terms (auto-renewals, rate escalations, termination clauses). Provide clear recommendations.
• Vendor & Subcontractor Records: Maintain vendor accounts, subcontractor documentation, and certificates of insurance.

Growth, Marketing & Systems

• Research & New Opportunities: Investigate markets, competitors, suppliers, equipment, and potential acquisitions. Verify findings and deliver actionable insights.
• Marketing Support: Assist with website/listing updates, job/service postings, print/signage coordination, social content, and brand consistency.
• Systems, Software & Process Building: Source reports, evaluate tools, and set up new platforms. Build repeatable, documented systems that scale across companies/locations. Learn new tools independently.

What a Great Day Looks Like

• Priorities are clear before the day gets busy—both the owner’s and the business’s.
• Customers receive accurate, timely information.
• Open roles progress smoothly: candidates are screened, scheduled, and never left waiting.
• Office, dispatch, yard, and field teams operate from the same information.
• Reports are delivered on time without reminders.
• Meetings start prepared and end with clear owners and deadlines.
• Orders and paperwork move without unnecessary follow-up.
• Billing questions are resolved between accounting and operations without involving the owner.
• The owner is never surprised by missing information or unresolved issues.
• Problems are fixed before they escalate.
• Open items are tracked visibly and closed deliberately.

Qualities of a Strong Candidate

• Brings energy and a positive attitude, even on challenging days.
• Owns outcomes, not just hours; sees work through to completion.
• Solves problems creatively and finds alternative paths when obstacles arise.
• Works independently: takes goals and context and runs with them, checking in only when necessary.
• Has honest, direct conversations: flags concerns, pushes back on bad ideas, and addresses uncomfortable topics early.
• Fluent with AI tools: actively uses AI for drafting, summarizing, researching, and streamlining workflows (e.g., cleaning data, building processes, automating tasks).
• Seeks growth: wants to expand skills and take on more responsibility as the business evolves. Not looking for a static role.
• Digs in and figures things out: tackles new systems or problems without waiting for instructions.

Requirements

• Demonstrated experience managing an executive’s or business’s calendar, handling competing demands, and maintaining accuracy under pressure.
• A digital system for organizing and prioritizing work (e.g., Notion, Asana, ClickUp, Monday, Trello, Outlook/Google Tasks, or structured spreadsheets). Notepad/sticky notes are insufficient for this role.
• Experience in office administration, executive support, or operations (construction, trucking, aggregate, landscaping, distribution, or logistics preferred).
• Strong organization and follow-through: closes loops consistently.
• Comfort working with customer accounts, vendor bills, job documentation, and outstanding balances.
• Experience resolving billing discrepancies across departments: can chase down facts and reach resolutions.
• Recruiting experience: posting and managing vacancies on Indeed, screening resumes, and conducting interviews.