About the Company We are partnering with a growing, family-owned construction organization serving customers across multiple states. The company specializes in asphalt paving, pavement preservation, concrete and civil construction, facility maintenance, snow removal, and material production. As the organization continues to expand its companies, locations, and teams, it remains committed to quality work, strong relationships, and a collaborative company culture. Position Summary The Executive Assistant will provide high-level support to the Vice President while helping oversee a growing administrative team, currently consisting of two employees. This position combines traditional executive assistance with team coordination, project management, and operational support to ensure daily priorities and company initiatives stay on track. The ideal candidate is organized, proactive, personable, and tech-savvy, with the ability to anticipate needs, take initiative, and manage multiple responsibilities independently. This individual will serve as a trusted partner to the Vice President and collaborate with employees across departments and company locations.

Key Responsibilities:

Team Leadership and Development Support the daily operations of a small administrative team, helping establish priorities, delegate responsibilities, and balance workloads. Provide guidance and support to team members to ensure assignments are completed accurately and on time. Conduct regular check-ins to review progress, address challenges, and maintain accountability. Assist with training, onboarding, and professional development as the team continues to grow. Create and improve administrative procedures, workflows, and checklists to promote consistency across locations. Identify opportunities to strengthen team efficiency and communicate recommendations to the Vice President. Participate in the hiring and onboarding of additional administrative staff as needed. Executive Support and Calendar Management Provide direct administrative support to the Vice President, including calendar management, scheduling, and travel coordination. Manage competing scheduling requests, resolve conflicts, and prioritize commitments based on business needs. Keep the Vice President informed of upcoming meetings, important deadlines, pending decisions, and outstanding priorities. Anticipate executive needs and prepare relevant documents, materials, and information ahead of meetings. Arrange company travel, including transportation, accommodations, itineraries, and expense documentation. Coordinate administrative tasks and ensure timely follow-through on delegated responsibilities. Communication and Correspondence Prepare, review, and organize emails, presentations, announcements, and other professional communications. Serve as a point of contact between the Vice President, internal departments, and external business partners. Review incoming communications, identify time-sensitive matters, and direct requests to the appropriate individuals. Gather information and provide updates to help the Vice President make informed decisions. Communicate requests and updates on behalf of the Vice President when appropriate. Maintain professionalism and discretion when handling confidential employee, financial, and business information. Meeting Coordination and Follow-Through Organize leadership meetings, department check-ins, planning sessions, and meetings with external partners. Coordinate agendas, presentations, supporting documents, and meeting logistics. Attend meetings as needed to document decisions, action items, responsibilities, and deadlines. Track outstanding tasks and follow up with team members to ensure commitments are completed. Keep the Vice President informed of project updates, delays, and items requiring additional attention. Arrange meeting spaces, virtual meeting access, and other logistical needs. Project Management and Company Initiatives Assist with coordinating company projects and initiatives across multiple departments and locations. Maintain project trackers, monitor timelines, and follow up on assigned tasks and deliverables. Work closely with department leaders and administrative staff to keep projects organized and moving forward. Provide administrative support during company expansions, acquisitions, and operational transitions. Gather departmental updates and prepare organized reports, presentations, and project summaries for leadership. Identify opportunities to streamline internal processes and improve administrative efficiency. Conduct research on vendors, business services, and other assigned topics to support company initiatives. Company Events and Administrative Oversight Assist with planning and coordinating employee events, leadership gatherings, company celebrations, and training sessions. Manage event logistics, including scheduling, invitations, attendance tracking, vendors, and materials. Maintain organized electronic files, contact lists, executive records, and shared company resources. Review and coordinate expense reports, invoices, and purchasing requests for appropriate approvals. Help ensure consistent administrative support and coverage across departments and locations. Take on additional projects and administrative responsibilities as needed to support 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 the company's headquarters in Plainville, MA. Approximately 10% travel is required between company locations, currently including Hingham, MA and Orlando, FL.

Pay:

$75,000.00 - $85,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Vision insurance Application Question(s): Are you willing to work onsite in Plainville, MA, Monday through Friday? Are you proficient in Google Workspace, including Google Calendar, Docs, and Sheets?

Experience:

Executive Administrative support: 3 years (Preferred)

Work Location:

In person