EXECUTIVE ASSISTANT TO THE PRESIDENT
Position Description
Reports To
President (primary); Director of Strategy & Organizational Development (secondary)
Location
Mobile, AL (On-Site)
Employment Type
Hourly → Salaried (see Compensation)
Direct Repo
ABOUT INTEGRITY MAINTENANCE LLC
I Integrity Maintenance LLC is a self-performing general contractor headquartered in Mobile, Alabama, delivering construction, renovations, and facility maintenance services to commercial, industrial, public and private sector, and residential clients across the Gulf Coast.
POSITION SUMMARY
THIS ROLE
This is not a passive, behind-the-scenes position. The Executive Assistant to the President is a high-trust, client-facing role that requires professionalism, initiative, and excellent judgment — while staying firmly within the scope of executive support. The right person executes with precision, communicates with polish, and follows through without being asked twice.
Integrity Maintenance LLC is in an active growth phase — expanding markets, building workforce pipelines, and pursuing larger commercial and industrial projects. The President carries significant responsibility across all of it. This role exists to support that effectively: managing administrative complexity, maintaining documents and records, supporting client and partner interactions, and ensuring the President's time and attention are protected for the decisions that move the business forward.
The Executive Assistant works primarily for the President and may also receive direction and tasks from the Director of Strategy and Organizational Development. This role supports the leadership team's work — it does not direct it. Boundaries are respected, and involvement in strategic or organizational development matters occurs only when invited.
KEY RESPONSIBILITIES
Executive & Calendar Support
Supporting the President's time and daily operations is the foundation of this role:
• Manage the President's calendar — scheduling meetings, appointments, site visits, and follow-ups while proactively identifying and resolving conflicts
• Prepare the President for meetings and commitments by organizing agendas, background materials, and relevant documents in advance
• Handle correspondence and communications on behalf of the President, ensuring timely, professional, and accurate responses
• Track action items, deadlines, and follow-up commitments across multiple priorities, keeping the President informed and on track
• Brief the President on outstanding items and upcoming commitments — surface what needs attention, clearly and concisely
Client, Partner & Staff Communications
This role is often the first point of contact for clients, potential clients, partners, and staff. Professionalism and responsiveness are non-negotiable:
• Receive and respond to inbound calls, emails, and inquiries from clients, potential clients, and business partners with warmth, professionalism, and accuracy
• Represent Integrity Maintenance LLC at every touchpoint as a reflection of the company's values — quality, integrity, and genuine care for the people it works with
• Coordinate and schedule meetings, calls, and site visits between the President and external parties, managing logistics from start to finish
• Communicate professionally with staff on administrative matters — scheduling, documentation requests, onboarding logistics — while respecting the lanes of other leadership roles
• Escalate client or partner concerns to the President promptly and with enough context for informed action
Document Control & Contract Administration
Integrity Maintenance operates in a high-documentation environment. Accuracy and organization in this area are critical:
• Draft, format, proofread, and finalize a wide range of business documents including contracts, proposals, letters, subcontractor agreements, and executive correspondence
• Maintain organized, accurate, and accessible digital and physical filing systems aligned with company standards and project requirements
• Process contracts through execution — tracking signatures, notarizations, and final filing to ensure nothing falls through the cracks
• Support compliance documentation, licensing records, bonding materials, and certificates of insurance — ensuring everything is current and retrievable on demand
• Obtain Alabama Notary Public commission upon hire (fully company-sponsored) and serve as the company's on-site notary for documents requiring notarization
Invoicing, Subcontractor Compliance & Systems
Financial record-keeping and subcontractor compliance are essential support functions in this role:
• Track, prepare, and submit client invoices accurately and on schedule using Contractor Foreman (training provided), ensuring billing milestones align with project records
• Monitor outstanding invoices and flag overdue or unresolved items to the President with supporting documentation and context
• Verify subcontractor licenses and certificates of insurance prior to engagement and at renewal — maintaining a current, organized compliance log and flagging any gaps or expirations proactively
• Maintain accurate vendor, subcontractor, and supplier records within company systems, including contact information, insurance status, and licensing
• Identify discrepancies or gaps in financial or compliance records and surface them to the President with a clear, organized summary
Internal Coordination & Administrative Support
Keeping the administrative side of the business running smoothly is a shared responsibility. This role contributes to it in defined ways:
• Serve as a reliable point of contact for internal administrative communications — routing information, coordinating schedules, and following up on open items within appropriate scope
• Support onboarding logistics for new hires including paperwork collection, filing, and orientation scheduling — coordinating with leadership as directed
• Assist with preparation of materials for internal meetings when requested by the President or Director of Strategy and Organizational Development
• Participate in strategic or organizational development meetings when specifically invited — contributing as a support resource, not a decision-maker
• Maintain confidentiality and discretion across all aspects of the role, including sensitive business, client, personnel, and financial information
WHO YOU ARE
MINDSET
You are a professional first. Clients and partners experience you as a direct reflection of this company's reputation — and you take that seriously. You follow through without being asked twice, you stay in your lane without being told, and you bring the same energy to a routine invoice as you do to a high-stakes contract. You support leadership. You do not substitute for it.
Required Qualifications
• 5+ years of experience in an executive support, administrative coordinator, or client-facing administrative role
• Demonstrated experience interacting professionally with clients, customers, or business partners — customer service excellence is a core requirement of this position
• Strong ability to manage a senior executive's calendar, correspondence, and priorities with autonomy and sound judgment
• Exceptional written and verbal communication skills — professional, polished, and accurate in every interaction
• Advanced proficiency with Microsoft Office (Word, Excel, Outlook) and/or Google Workspace; comfort learning new software quickly
• High attention to detail in document preparation, record-keeping, and follow-up — errors in this environment have real consequences
• High school diploma required; associate's or bachelor's degree preferred
• Willingness to obtain Alabama Notary Public commission upon hire (fully company-sponsored)
Preferred Qualifications
• Experience in a construction, trades, facilities, or field-service business environment
• Familiarity with project management, CRM, or field service software (Contractor Foreman, Procore, Buildertrend, or equivalent)
• Experience with invoicing workflows, accounts receivable tracking, or subcontractor compliance management
• Experience handling contract administration or compliance documentation in a contractor or professional services environment
• Comfort working in a small, fast-moving organization where priorities shift and adaptability is essential
CORE COMPETENCIES
People & Presence
Systems & Execution
Customer Service & Professionalism
Document Control & Contract Administration
Executive Calendar & Time Management
Invoicing Tracking, Submission & Follow-Up
Professional Written Communication
Subcontractor License & Insurance Verification
Discretion & Confidentiality
Systems Management & Record-Keeping
Initiative & Follow-Through
Internal Communications & Coordination
PROFESSIONAL DEVELOPMENT
Integrity Maintenance LLC invests in the people who invest in the company. This position is eligible for professional development support through the Southwest Alabama Partnership for Training and Employment (SWAPTE) incumbent worker program. Planned development includes:
• Contractor Foreman software certification (invoicing, job management, and reporting)
• Construction and facility maintenance industry orientation
• Alabama Notary Public commission — fully company-sponsored
• Administrative and operational certifications as identified collaboratively with leadership
Professional development opportunities will be identified and supported as part of a structured onboarding plan. This role has a clear growth path as Integrity Maintenance scales.
COMPENSATION & EMPLOYMENT ARRANGEMENT
The following reflects competitive compensation for the Mobile, AL market at this experience level and role scope. Starting on an hourly basis is recommended through the onboarding period, with transition to salary following demonstrated proficiency and role ownership.
Arrangement
Rate
Notes
Hourly (Phase 1)
$20.00 – $24.00 / hour
During onboarding & system training (60–90 days)
Salaried (Phase 2)
$42,000 – $50,000 / year
Upon demonstrated proficiency & role ownership
Compensation is commensurate with experience. Benefits and additional compensation components to be determined by the President. The Phase 1 to Phase 2 transition will be reviewed at the 60–90 day mark based on mutual assessment of fit, proficiency, and performance.
EQUAL OPPORTUNITY & COMPLIANCE
EEO
Integrity Maintenance LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by federal, state, or local law.
Reasonable Accommodations
Integrity Maintenance LLC provides reasonable accommodations to qualified applicants and employees with disabilities in accordance with the Americans with Disabilities Act (ADA) and applicable Alabama law. Applicants requiring accommodation during the hiring process should contact the President's office to make a request.
Drug-Free Workplace
Integrity Maintenance LLC maintains a Drug-Free Workplace in accordance with the Alabama Drug-Free Workplace Act (Ala. Code § 25-5-330 et seq.). All offers of employment are contingent upon successful completion of a pre-employment background check and drug screening. Employees are subject to reasonable-suspicion and post-accident testing consistent with Alabama law.
E-Verify & Employment Eligibility
Integrity Maintenance LLC participates in E-Verify as required by Alabama law. All new hires must complete a federal Form I-9 and will be processed through E-Verify to confirm employment eligibility prior to beginning work.
Pay Transparency
Integrity Maintenance LLC does not discriminate against applicants or employees who inquire about, discuss, or disclose their own compensation or the compensation of others, in accordance with applicable federal law.
SWAPTE / WIOA Notice
This position is eligible for professional development support through the Southwest Alabama Partnership for Training and Employment (SWAPTE) under the Workforce Innovation and Opportunity Act (WIOA). WIOA-funded programs do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or political affiliation. To file a complaint: contact the SWAPTE Equal Opportunity Officer or the U.S. Department of Labor, Civil Rights Center, 200 Constitution Ave NW, Washington, DC 20210.
This position description describes the general nature and scope of the role and is not exhaustive. Responsibilities may evolve as business needs develop. Interested applicants are encouraged to apply. Please email resume and cover letter to info@integritymaintenace.net
