Executive and Personal Assistant to the Presi

Haynes Materials Company•Oxford, CT

8d•$65,000 - $80,000

About The Position

We are a dynamic real estate development and construction company specializing in mixed-use communities — including residential, commercial retail, and office properties. As we continue to grow, our President is seeking a highly capable Executive & Personal Assistant to serve as a trusted partner and right hand. This is a dual-function role requiring someone who is equally comfortable managing high-stakes business affairs and handling personal matters with discretion, warmth, and efficiency. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and brings a proactive mindset to every task — no matter how large or small.

Requirements

Experience as an Executive Assistant, Personal Assistant, or in a similar high-level support role
Exceptional organizational skills with the ability to manage multiple priorities and pivot quickly
Outstanding written and verbal communication skills; polished and professional in all interactions
High proficiency in Microsoft 365 (Outlook, Word, Excel, Teams) and general technology tools
Demonstrated ability to handle sensitive and confidential information with absolute discretion
Proactive self-starter who anticipates needs and acts without being asked
Calm under pressure with strong problem-solving instincts and sound judgment
Availability and flexibility to respond outside of standard business hours when needed

Responsibilities

Manage and optimize the President’s complex calendar, including scheduling meetings, site visits, board sessions,
Serve as the primary point of contact and gatekeeper for internal and external communications on behalf of the President
Prepare and organize briefing materials, agendas, presentations, and reports in advance of meetings
Track action items, deadlines, and follow-ups arising from meetings and communicate priorities to relevant parties
Coordinate with project managers, development staff, contractors, brokers, investors, and legal counsel as directed
Support preparation and review of correspondence, contracts, and other business documents
Manage special projects and research assignments, synthesizing findings into clear summaries and recommendations
Plan and coordinate company events, offsite meetings, and client entertainment
Provide support to office staff as needed to promote efficiencies
Handle personal scheduling, appointments, reservations, and errands with discretion and professionalism
Organize insurance for all personal property and maintain personal documents associated with income tax, auto, homes, etc.
Manage vendor relationships and service providers for personal and household needs as applicable
Assist with personal correspondence, gift coordination, and special occasion planning
Always maintain confidentiality of all personal and professional information