Executive Assistant

Job Description

Job Description

At Three Notch Group, we are a leading civil engineering firm with over 75 years of experience, dedicated to delivering a wide range of services, including Field and Lab Services, UST, Environmental, Utility, Transportation, Geotechnical & Construction Engineering, and Civil/Site Development. We foster a collaborative environment where driven team members can build lasting friendships, support one another, and guide our clients in shaping their futures. With offices across the Southeast, including seven in Alabama, two in North Carolina, one in Florida, and one in Tennessee, we offer an exceptional opportunity for personal and professional growth. If you’re ready to make a difference and advance your career, join us at Three Notch Group and be part of a team that truly values your contributions!

Position Summary

The essential functions of the Executive Assistant are: Supports the effectiveness of the Office of the CEO by managing executive priorities, coordinating leadership initiatives, and facilitating communication and information flow across the organization. This role protects executive leadership’s time and decision bandwidth by ensuring meetings, materials, commitments, and strategic initiatives are well organized, coordinated, and progressing effectively.

The position serves as a trusted administrative extension of the CEO and acts as a central coordination hub that promotes efficiency, accountability, and informed decision-making across executive leadership and the broader organization.

This role supports the CEO directly and may also assist the executive team in coordinating leadership initiatives related to the Office of the CEO, strategic planning efforts, board preparation, and cross-functional executive priorities.

Responsibilities

• Manage the CEO’s calendar, priorities, and strategic scheduling to maximize leadership effectiveness and decision-making capacity
• Prepare executive meeting agendas, briefings, presentations, reports, and supporting materials for leadership discussions, board meetings, and strategic initiatives
• Coordinate logistics, documentation, and communication related to executive leadership meetings, board meetings, and organizational initiatives
• Track commitments, action items, timelines, and follow-up tasks to ensure accountability and successful execution of executive priorities
• Maintain organized systems and tools for tracking executive priorities, strategic initiatives, KPIs, and leadership commitments
• Conduct research, analysis, and reporting to support executive decision-making, leadership planning, and organizational performance visibility
• Serve as a central coordination point for initiatives involving the CEO and executive leadership, supporting cross-functional collaboration and alignment across departments
• Facilitate communication and information flow between executive leadership, internal teams, board members, and external stakeholders
• Assist with sensitive executive initiatives and special projects, including strategic planning, leadership transitions, governance initiatives, compensation-related matters, and other confidential organizational priorities
• Prepare and distribute executive communications, leadership updates, presentations, and materials that communicate organizational priorities and direction
• Maintain organization and stewardship of executive documents, leadership communications, and confidential information related to the Office of the CEO
• Identify opportunities to improve executive workflow, information management, leadership coordination, and operational efficiency
• Support leadership initiatives that contribute to improved organizational performance and strategic outcomes
• Develop proficiency in executive coordination tools, project tracking systems, and reporting platforms while participating in ongoing professional development opportunities
• Demonstrate professionalism, discretion, confidentiality, and the ability to manage multiple executive priorities in a fast-paced environment
• Follow all company policies and procedures and perform other duties as assigned

QualificationsEducation

• Bachelor’s degree in business, Strategy, Operations, Marketing, or a related field

Experience

• 3–5 years of experience in executive support, project coordination, strategic planning support, or cross-functional program management

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite, especially Excel and PowerPoint
• Strong organizational and project coordination skills with the ability to manage multiple priorities and deadlines
• Strong analytical and problem-solving abilities
• Experience with project management or collaboration tools such as Smartsheet, Asana, or similar platforms
• Excellent written and verbal communication skills
• Ability to collaborate across departments and work independently in a fast-paced environment
• High level of professionalism, discretion, and confidentiality

Physical Requirements & Work Environment

• Prolonged periods sitting at a desk and working on a computer
• Ability to stand, walk, bend, stoop, and lift 25 lbs. or more
• Primarily office-based environment with moderate travel and occasional extended work hours
• Moderate office noise level

Benefits

• Competitive pay based on experience
• Opportunities for advancement
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match

Three Notch Group. is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by applicable law.

The listed compensation range is a general guideline. Actual compensation will be determined based on a candidate’s verifiable skills, relevant experience, and educational or professional credentials.