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 grows.
• Identify company needs and assign responsibilities, establish daily and weekly priorities, and balance workloads to meet business needs.
• Set clear expectations for accuracy, responsiveness, professionalism, and completion of assigned work.
• Hold regular team check-ins, review progress, address obstacles, and provide timely feedback.
• Train and cross-train team members on company systems, procedures, and administrative responsibilities.
• Develop consistent workflows, checklists, and coverage plans to support reliable service across locations.
• Participate in recruiting, interviewing, onboarding, and training additional team members.
• Identify 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 priorities.
• Prepare daily and weekly summaries of upcoming commitments, deadlines, pending decisions, and outstanding items.
• Anticipate information and materials needed for meetings, conversations, and scheduled activities and prepare them accordingly
• Coordinate travel arrangements, itineraries, reservations, and related expense documentation company-wide
• Delegate 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 review.
• Monitor designated communications, identify urgent matters, and route requests to the appropriate person or department.
• Gather background information so the Vice President can respond efficiently and make informed decisions.
• Communicate approved information and requests on behalf of the Vice President with professionalism and accuracy.
• Coordinate the administrative team’s handling of incoming requests to ensure timely responses and clear ownership.
• Maintain 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 partners.
• Prepare agendas, gather supporting documents, and distribute materials in advance.
• Attend designated meetings, document key decisions, and maintain action-item lists with assigned owners and deadlines.
• Follow up with responsible team members, collect updates, and bring overdue items or obstacles to the Vice President’s attention.
• Coordinate 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 President.
• Coordinate information and administrative tasks across departments, company entities, and locations.
• Assign supporting tasks to team members and monitor progress against established deadlines.
• Support acquisition integration activities by organizing meetings, documentation, checklists, and follow-up items.
• Compile departmental updates into concise status summaries and presentations.
• Document procedures, organize shared resources, and improve administrative workflows.
• Research 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 sessions.
• Oversee invitations, attendance tracking, vendors, materials, and event logistics.
• Establish consistent practices for organizing 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.
• Complete 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 experience
• Extremely strong computer and technology skills are required 
• Prior supervisory or team leadership experience, including assigning work, training employees, providing feedback, and managing deadlines.
• Demonstrated 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, which include Workday, Trainual, OneCrew, HubSpot, Canva, and other business platforms.
• Experience developing administrative procedures or helping expand a support team is preferred.
• Associate’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 promptly.
• Delegation: Assigns work thoughtfully and follows up without losing sight of executive priorities.
• Organization and follow-through: Keeps details, deadlines, and commitments visible and follows tasks through to completion.
• Sound judgment: Handles routine matters independently and recognizes when direction or escalation is needed.
• Discretion: Protects confidential information and maintains professional boundaries.
• Initiative: Anticipates needs, identifies gaps, and proposes practical solutions.
• Adaptability: Responds calmly to changing schedules, staffing needs, and business demands.
• Accuracy 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 locations.
• Workloads are balanced and projects are completed on time.
• Meeting decisions and action items are documented and followed through.
• Administrative processes remain consistent as the team and company grow.
• Confidential 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, 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.