Executive Assistant

Hart & Hickman, PC; Charlotte (NC); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive compensation

Excellent benefits package

Job summary

Hart & Hickman, PC is seeking an Executive Assistant to support senior leadership in a fast-paced environment. You will coordinate calendars, track strategic initiatives, draft executive communications, and help improve internal processes.

The role emphasizes discretion, professional writing, and proactive problem-solving. The ideal candidate has 5+ years of executive support experience, a relevant Bachelor's degree or equivalent, and excellent communication skills to keep initiatives moving

Qualifications

• 5+ years of executive support experience, preferably supporting senior executives or leadership teams.
• Bachelor's degree in Business Administration, Communications, Management, or related field or equivalent experience.
• Exceptional organizational and project management skills with ability to manage multiple priorities.
• Exceptional business writing, editing, and proofreading skills for polished executive communications.
• Strong business acumen and understanding of how organizations operate with linkages to goals.
• Excellent judgment and discretion handling confidential information.
• Ability to anticipate needs and proactively develop solutions.
• Excellent verbal communication and interpersonal skills with executives and staff.
• Strong follow-up and communication habits to ensure commitments and actions.
• Proactive, detail-oriented mindset with critical thinking and problem-solving skills.

Responsibilities

• Coordinate company meeting calendars and invitations.
• Schedule meetings and manage executive calendars.
• Attend board, shareholder, and staff meetings to record minutes and track action items.
• Coordinate meeting agendas, speakers, and materials.
• Organize strategic planning sessions and company meetings.
• Track strategic initiatives, deadlines, and follow-ups.
• Prepare weekly operations updates and executive communications.
• Maintain operational documentation and reviews.
• Drive continuous improvement of business processes.

Skills

Executive support

Calendar management

Meeting coordination

Business writing

Project management

Discretion

Education

Bachelor's degree

Tools

Microsoft Office Suite

Job description

Hart & Hickman, PC (H&H) is an environmental consulting firm with offices in Charlotte and Raleigh, NC and Greenville, SC. For over 30 years, we've been helping clients solve environmental challenges and are committed to providing practical solutions, technical excellence, and outstanding client service. As our company continues to grow, we're looking for an Executive Assistant who thrives in a fast-paced environment and is passionate about helping leaders stay focused, aligned, and effective while supporting the execution of strategic initiatives and improving how the business operates.

This is more than a traditional executive support role. You'll work closely with company executives and leadership to coordinate meetings, track strategic initiatives, draft executive communications, improve internal processes, and help keep important initiatives moving forward. The ideal candidate is highly organized, an exceptional communicator and business writer, proactive, and thrives on anticipating needs, building strong relationships, and solving problems.

You'll often serve as an extension of the executive team, helping ensure information flows effectively across the organization while demonstrating professionalism, discretion, sound judgement, and strong relationships. If you enjoy bringing order to complexity and want an opportunity to make a meaningful impact on a growing company, we'd love to hear from you.

What You'll Do

Meeting & Executive Support

• Coordinate company meeting calendars and invitations.
• Schedule meetings and manage executive calendars, as requested.
• Attend board, shareholder, and staff meetings to record minutes and track action items.
• Coordinate meeting agendas, speakers, and meeting materials.
• Organize strategic planning sessions and other company meetings.

Strategic Planning & Operations

• Track strategic planning initiatives, deadlines, and follow-up items.
• Maintain executive tracking tools and operational dashboards.
• Help coordinate implementation of company initiatives.
• Manage special projects that support company operations and leadership.
• Help keep operational priorities moving forward across multiple teams.

Communications & Documentation

• Prepare weekly operations updates.
• Draft, edit, and proofread executive communications, policies, meeting summaries, and other business documents.
• Maintain operational documentation and ensure company resources remain current.
• Coordinate document reviews and updates.
• Facilitate clear, professional communication among executives, managers, and staff to ensure alignment and keep initiatives moving forward.

Administrative Support

• Assist with confidential administrative responsibilities.
• Maintain organizational charts and other leadership resources.

Research & Continuous Improvement

• Research and evaluate AI and other technology solutions to improve operational efficiency.
• Evaluate business processes and recommend improvements.
• Stay informed on industry trends and best practices through research and professional development.

Qualifications

• 5+ years of executive support experience, preferably supporting senior executives or leadership teams.
• Bachelor's degree in Business Administration, Communications, Management, or a related field preferred, or an equivalent combination of education and relevant executive support experience.
• Exceptional organizational and project management skills, with the ability to manage multiple priorities and consistently follow through on commitments.
• Exceptional business writing, editing, and proofreading skills, with the ability to produce polished executive-level communications, policies, meeting summaries, and other business documents.
• Strong business acumen and an understanding of how organizations operate, with the ability to connect day-to-day responsibilities to broader company goals.
• Excellent judgment and discretion when handling confidential and sensitive information.
• The ability to anticipate needs, identify potential issues, and proactively develop solutions rather than simply responding to requests.
• Exceptional verbal communication and interpersonal skills, with the confidence and professionalism to build trust and communicate effectively with executives, managers, and staff at all levels of the organization.
• Strong follow-up and communication habits, ensuring commitments, action items, and important information are communicated clearly and consistently.
• A proactive, detail-oriented mindset with exceptional critical thinking and problem-solving skills.

Why Hart & Hickman?

At H&H, we believe our people are our greatest asset. We invest in our employees through professional development, mentorship, collaboration, and opportunities to make a meaningful impact. You'll work alongside an experienced and receptive leadership team that values initiative, continuous improvement, and new ideas.

We offer competitive compensation, an excellent benefits package, a collaborative work environment, and the opportunity to play an important role in helping our company continue to grow and succeed.