Executive Assistant to the President

Key Responsibilities

• Manage a complex, integrated calendar spanning business meetings, site visits, legal hearings, lender calls, and personal/family commitments — ensuring the principal is always prepared and never double-booked
• Anticipate scheduling conflicts and resolve them independently — coordinating with architects, engineers, attorneys, tenants, and lenders on the principal’s behalf
• Cook up and confirm all meetings across multiple projects and entities (Haynes Group, Haynes Materials, Haynes Aggregates), ensuring all parties, materials, and logistics are in place
• Prepare the principal for every meeting — pull relevant documents, lease status, project updates, and background on attendees in advance so no time is wasted getting up to speed
• Actively triage a high-volume inbox — identify what requires the principal’s direct attention, what can be delegated internally to leasing, finance, or project management, and what can be handled outright
• Draft, edit, and send correspondence on behalf of the principal — including follow-up emails to attorneys, contractors, tenants, and lenders — in a tone that matches how he communicates
• Own follow-up across all open threads — track outstanding items, send reminders, and close loops without being asked; be the person who ensures nothing gets dropped
• Maintain organized digital filing systems across deal files, legal documents, permits, lease agreements, loan packages, and project materials — including uploading to secure lender and legal portals
• Track milestones, deadlines, and deliverables across simultaneous development projects — flag what’s at risk and prompt the principal before items become urgent
• Cook up agendas, circulate materials, and set up Teams calls or in-person logistics for multi-party project meetings involving architects, engineers, attorneys, lenders, and contractors
• Attend key meetings to capture notes, decisions, and action items — especially when the principal is the sole company representative and needs documentation
• Distribute meeting summaries promptly and follow through on assigned action items — holding both internal staff and external parties accountable for their commitments
• Handle sensitive and confidential information — including deal financials, loan documents, litigation materials, and personal family matters — with the highest level of discretion
• Manage select personal and household administrative tasks as needed — including scheduling, travel, and coordination of personal commitments alongside professional obligations
• Maintain and update the principal’s contact database across brokers, tenants, contractors, lenders, attorneys, architects, and civic contacts — ensuring accuracy and fast retrieval
• Build trusted relationships with internal staff and the external network of partners — so that when the principal asks someone to move, they move because they respect the EA as a direct extension of leadership

Qualifications

• 3–5+ years of experience supporting a senior executive, business owner, or principal-level leader in a fast-paced, multi-project environment
• Exceptional organizational skills — able to hold many concurrent projects, conversations, and deadlines in their head and on paper simultaneously
• Strong written and verbal communication skills; able to represent the principal professionally across a wide range of stakeholders from tenants to attorneys to lenders
• High proficiency in Microsoft 365 (Outlook, Teams, Word, Excel), similar project management platforms, and AI productivity tools — with genuine curiosity to learn and adopt new technology
• Demonstrated ability to handle confidential business and personal information with discretion, integrity, and sound judgment
• Proactive, solutions-oriented mindset — does not wait to be asked, finds the answer, solves the problem, and reports back; thrives with limited oversight
• Experience in or exposure to real estate, construction, or development preferred but not required — what matters most is the ability to quickly learn a complex business and hit the ground running