Executive Assistant

The Hatch Group, Inc.•Plainville, MA

5d•$75,000 - $85,000•Onsite

About The Position

The Hatch Group is a growing, family-owned construction organization serving customers across multiple states. Its services include asphalt paving, pavement preservation, concrete and civil construction, facility maintenance, snow removal, and material production. The Executive Assistant provides direct support to the Vice President while managing a growing administrative support team, currently consisting of two employees. The role combines executive coordination with daily team leadership, ensuring priorities are clear, responsibilities are assigned appropriately, and work is completed accurately and on time. The Executive Assistant is a trusted resource for the Vice President and a key point of coordination across departments and locations. The position is based at the company's headquarters in Plainville, Massachusetts, during regular office hours Monday through Friday, with travel between locations expected approximately 10% of the time. The position is salaried, with a base pay range of $75,000 to $85,000 and opportunities for performance bonuses. Full-time employees are offered health, vision, life, and dental insurance, as well as a 401(k) contribution match up to 4%. The company is a drug-free work environment and employees are subject to pre-employment and random drug screenings.

Requirements

At least 3 years of experience as an Executive Assistant, Senior Administrator, or in comparable work.
Extremely strong computer and technology skills.
Prior supervisory or team leadership experience, including assigning work, training employees, providing feedback, and managing deadlines.
Ability to balance individual responsibilities with oversight of a team.
Experience managing complex schedules, competing priorities, confidential information, and time-sensitive requests.
Strong written and verbal communication skills, including the ability to draft polished correspondence.
Proficiency with Google Workspace, including calendars, spreadsheets, documents, presentations, and shared files.
Ability to learn company systems, including Workday, Trainual, OneCrew, HubSpot, Canva, and other business platforms.
Demonstrated leadership, accountability, delegation, organization, follow-through, sound judgment, discretion, initiative, adaptability, accuracy, and professionalism.

Nice To Haves

Experience developing administrative procedures or helping expand a support team.
Associate’s or bachelor’s degree; equivalent relevant experience will be considered.

Responsibilities

Supervise and help develop the administrative support team, currently consisting of two employees, and support its growth.
Identify company needs, assign responsibilities, establish priorities, and balance workloads.
Set expectations for accuracy, responsiveness, professionalism, and completion of work; hold regular check-ins, review progress, address obstacles, and provide feedback.
Train and cross-train team members on company systems, procedures, and administrative responsibilities.
Develop consistent workflows, checklists, and coverage plans; participate in recruiting, interviewing, onboarding, and training additional team members.
Identify staffing, training, and process needs and present recommendations to the Vice President.
Evaluate scheduling requests, resolve conflicts, coordinate calendar changes, and prepare summaries of commitments, deadlines, pending decisions, and outstanding items.
Anticipate and prepare information and materials for meetings and scheduled activities; coordinate travel, itineraries, reservations, and expense documentation.
Delegate appropriate administrative tasks and maintain accountability for their completion and quality.
Draft, edit, and organize correspondence and other materials for the Vice President; monitor designated communications, route urgent matters, and gather background information.
Communicate approved information and requests on the Vice President’s behalf and coordinate the administrative team’s handling of incoming requests.
Handle sensitive employee, financial, business, and acquisition-related information discreetly.
Schedule meetings, prepare agendas and supporting materials, attend designated meetings, document decisions, and maintain action-item lists with owners and deadlines.
Follow up on action items and bring overdue items or obstacles to the Vice President’s attention; coordinate meeting logistics.
Maintain project and priority trackers, coordinate information and administrative tasks across departments and locations, assign supporting tasks, and monitor deadlines.
Support acquisition integration by organizing meetings, documentation, checklists, and follow-up items.
Compile departmental updates into status summaries and presentations; document procedures, organize shared resources, and improve workflows.
Research assigned topics, vendors, or service options and summarize findings for review.
Coordinate administrative support for employee events, leadership gatherings, company celebrations, and training sessions, including invitations, attendance, vendors, materials, and logistics.
Establish consistent practices for electronic files, contact lists, correspondence, and executive records.
Prepare or review expense reports, invoices, and purchasing requests before routing them through established approval processes.
Ensure administrative coverage during absences and periods of increased workload, and complete special assignments as directed by the Vice President.