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…