Executive Assistant to the CEO

Job Description

Job Description

Company Overview 

Sutton Engineering, LLC is a growing Mechanical, Electrical, and Plumbing (MEP) engineering firm delivering innovative, efficient, and code-compliant building systems within the data center space. We value technical excellence, responsiveness, and strong client relationships. 

Position Summary 

The Executive Assistant (EA) to the CEO provides high-level administrative, operational, and strategic support to the Chief Executive Officer. This role goes well beyond traditional calendar and inbox management: the EA acts as a reasoning partner who takes in a fast flow of ideas and commitments and turns them into tracked, prioritized, owned action. 

This person is comfortable supporting a founder who thinks out loud, generates more ideas than can be executed, changes direction quickly, and communicates fast and direct — and is skilled at translating half-formed ideas into clear next steps that actually get followed through. The ideal candidate is comfortable with ambiguity and shifting priorities, exercises sound judgment on when to act versus escalate, and is a warm, credible representative of the CEO to clients, team members, and prospective hires. 

This is a role dedicated to the CEO — not office management. Direct experience supporting a founder or owner-operator in a fast-paced, entrepreneurial environment is required. 

Key Responsibilities 

Executive Support 

• Manage the CEO’s calendar and email — scheduling meetings, protecting focus time, and preventing conflicts before they happen 
• Prepare agendas, presentations, reports, and briefing materials for executive and leadership meetings 
• Build and maintain a reliable system for tracking the CEO’s commitments and follow-ups so nothing is dropped 
• Represent the CEO professionally and warmly to clients, team members, and prospective hires 
• Support the CEO’s operating cadence within our EOS framework — meeting prep, follow-up, and tracking of priorities and action items 

Business & Strategic Support 

• Assist with special projects and follow-ups tied to the CEO’s priorities and the firm’s growth 
• Support proposal coordination and high-level client communication as needed 
• Maintain confidential company, financial, and personnel information with absolute discretion 
• Exercise sound judgment on when to act independently versus escalate to the CEO 
• Use AI tools (e.g., ChatGPT, Claude) to draft correspondence, conduct research, and summarize information; help maintain and improve internal workflows built on these tools 

What Success Looks Like 

First 30 Days 

• Learn the CEO’s working style, communication preferences, priorities, key relationships, and the tools and AI workflows already in use 
• Take ownership of calendar and inbox triage and understand the recurring cadence of meetings and commitments 
• Stand up a reliable system for capturing and tracking the CEO’s commitments and follow-ups 

By 60 Days 

• Proactively manage the calendar — protecting focus time, sequencing priorities, and resolving conflicts before they surface 
• Draft correspondence, agendas, and briefing materials in the CEO’s voice 
• Run meeting prep and follow-up so every commitment is captured and closed 
• Begin anticipating needs rather than waiting for direction 

By 90 Days 

• Operate as a trusted extension of the CEO — anticipating needs and handling routine decisions independently, with sound judgment on when to act versus escalate 
• Ensure the CEO’s commitments and follow-ups are fully tracked and consistently closed 
• Document and improve administrative systems and workflows 

By One Year 

• The CEO’s time is consistently focused on his highest-value work, with administrative and coordination load largely off his plate 
• You are the reliable external “second brain” for the CEO’s commitments and follow-through 
• AI-supported workflows and internal processes are measurably stronger and more efficient 
• You are a trusted, warm representative of the CEO to clients, team members, and prospective hires 

Location & Schedule 

• Based in Plano, TX — this is a full-time, in-office role (five days per week) 
• No travel required 

Qualifications  

Required 

• Direct experience supporting a founder or owner-operator — not only a corporate executive 
• 5+ years of experience as an Executive Assistant or Senior Administrative Assistant supporting C-level leadership 
• Exceptional organizational, time-management, and multitasking skills 
• High level of professionalism, discretion, and emotional intelligence 
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) 
• Confident working in a fast-paced, deadline-driven environment with shifting priorities 
• Comfortable with ambiguity; able to reason through problems and flag gaps rather than simply executing tasks 
• Familiarity with AI tools (e.g., ChatGPT, Claude), or fast to learn, and willing to help build and maintain AI-supported workflows 

Preferred 

• Experience in engineering, construction, architecture, real estate, or professional services 

Key Competencies 

• Proactive and anticipatory problem-solver 
• Strong written and verbal communication skills 
• Detail-oriented with the ability to see the big picture 
• Reasons through problems: restates the issue, surfaces assumptions, and flags gaps instead of just taking direction 
• Builds and maintains a reliable, external system for tracking commitments and follow-through 
• Confident interacting with executives, clients, and technical professionals 
• Calm, flexible, and resourceful under pressure 

Compensation & Benefits 

• Competitive salary based on experience 
• Health, dental, and vision insurance 
• PTO and paid holidays 
• Retirement plan with company match 
• Professional development opportunities 

Sutton Engineering, LLC - MEP Design Firm focusing on mechanical, electrical and plumbing engineering, project management - working in the Mission Critical Market Sector. We value THE TEAM approach collaborating with clients, architects, and multi-disciplined design teams. Sutton Engineering is committed to bring the spirit of innovation and communication to all clients.

Company Description

Sutton Engineering, LLC - MEP Design Firm focusing on mechanical, electrical and plumbing engineering, project management - working in the Mission Critical Market Sector. We value THE TEAM approach collaborating with clients, architects, and multi-disciplined design teams. Sutton Engineering is committed to bring the spirit of innovation and communication to all clients.