ABOUT INTEGRITY MAINTENANCE LLC

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.

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POSITION SUMMARY

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.

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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.

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KEY RESPONSIBILITIES

Executive & Calendar Support

• 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

• 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
• Escalate client or partner concerns to the President promptly and with enough context for informed action

Document Control & Contract Administration

• 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
• Process contracts through execution — tracking signatures, notarizations, and final filing
• Support compliance documentation, licensing records, bonding materials, and certificates of insurance
• Obtain Alabama Notary Public commission upon hire (fully company-sponsored) and serve as the company's on-site notary

Invoicing, Subcontractor Compliance & Systems

• Track, prepare, and submit client invoices accurately and on schedule using Contractor Foreman (training provided)
• Monitor outstanding invoices and flag overdue items to the President with supporting documentation
• Verify subcontractor licenses and certificates of insurance prior to engagement and at renewal
• Maintain accurate vendor, subcontractor, and supplier records within company systems

Internal Coordination & Administrative Support

• Serve as a reliable point of contact for internal administrative communications
• Support onboarding logistics for new hires including paperwork collection, filing, and orientation scheduling
• Maintain confidentiality and discretion across all aspects of the role

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QUALIFICATIONS

Required

• 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
• 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 and/or Google Workspace; comfort learning new software quickly
• High school diploma required; associate's or bachelor's degree preferred
• Willingness to obtain Alabama Notary Public commission upon hire (fully company-sponsored)

Preferred

• Experience in a construction, trades, facilities, or field-service business environment
• Familiarity with project management or field service software (Contractor Foreman, Procore, or equivalent)
• Experience with invoicing workflows, accounts receivable tracking, or subcontractor compliance management

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COMPENSATION & BENEFITS

• Hourly (Phase 1 — Onboarding, 60–90 days): $20.00 – $24.00 / hour
• Salaried (Phase 2 — Upon demonstrated proficiency): $42,000 – $50,000 / year
• Health, Dental & Vision Insurance | Paid Time Off | Paid Holidays | Professional Development Support

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HOW TO APPLY

Qualified candidates are invited to submit a resume and cover letter to info@integritymaintenance.net.

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EQUAL OPPORTUNITY & COMPLIANCE

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.

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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.

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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 prior to beginning work.

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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.

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At-Will Employment

Employment with Integrity Maintenance LLC is at-will. This job description does not constitute a contract of employment.