Executive Assistant to the President - Small & Growing Engineering Firm

Marcy Engineering is a growing engineering firm, and our founder needs a right hand. We’re looking for a sharp, organized Executive Assistant who can bring order to a fast-moving, entrepreneurial environment. Someone who takes initiative, figures things out, and makes sure nothing slips.

This is a role you grow into. You’ll start by owning the founder’s day-to-day (inbox, calendar, follow-through) and handling our permit-filing process, and you’ll expand over time into a true right-hand / chief-of-staff seat — coordinating the outside help (marketing, recruiting, bookkeeping) that keeps the business moving.

If you like variety, hate dropped balls, and want a founder who will hand you real responsibility as you earn it, read on.

What you’ll do

Keep the founder on track

• Triage and manage his inbox — surface what matters, handle routine replies in his voice
• Own his calendar — schedule, confirm, and reshuffle meetings without being asked
• Track his to-dos and commitments, and chase them to done

Move the business forward

• Get proposals out the door fast — start them, populate client info, keep them moving
• Run new-project kickoffs (set up files, tools, and systems for each job)
• Keep our CRM and contact records clean and current
• Take standup notes, turn them into tasks, and keep project pages updated

Own permit filing (at first)

• Prepare and submit building permit filings using our documented step-by-step process
• Track applications, objections, and push permits to approval
• (This part transitions to a dedicated hire later — you’ll help hand it off.)

Coordinate the rest

• Make sure marketing, recruiting, and bookkeeping happen — by handing our specialists and contractors what they need and following up, not by doing it all yourself

Who you are

• Minimum 2 years in an office / administrative / coordinator role — you already know the fundamentals (calendar management, professional email, keeping systems organized)
• High judgment — you can take a half-formed hand-off and run with it
• Unflappable in chaos — priorities shift; you keep the important things from falling through
• Trustworthy — you’ll get access to the founder’s inbox, calendar, and eventually spending authority
• Proactive — you spot what needs doing and do it before being asked
• Comfortable with modern software (we use Google Workspace, Airtable, Notion, PandaDoc, QuickBooks, and more) — and quick to learn new tools, especially AI tools (we’re big on Claude Cowork and Code)

No engineering background required.

Nice to have

• Experience supporting a founder or executive.
• Experience in the AEC (Architecture/Engineering/Construction) industry
• Familiarity with any of our tools (Airtable, Notion, PandaDoc)
• Interest in marketing, recruiting, or operations you could grow into

Why join

• Real responsibility, fast — as you earn trust, you’ll own more and check in less
• A clear growth path — from EA to the founder’s right hand / chief-of-staff
• Variety — no two days the same; you’ll touch every part of the business
• Direct access — you work shoulder-to-shoulder with the owner

Details

• In-Office or hybrid. We are willing to be flexible. The first couple of months will require more in-office time to get up to speed. The right person will be able to handle most of the work remote.
• Our office hours are 8:30-5pm
• We offer comprehensive benefits including 401k matching, health insurance reimbursement, generous PTO

To Apply

To apply, email your cover letter and resume as a single combined PDF to [email protected] with your name and the role in the subject line.

Job Type: Full-time

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Retirement plan

Ability to Commute:

• Harrison, NY 10528 (Required)

Work Location: Hybrid remote in Harrison, NY 10528