Executive Assistant (HVAC)

Job Summary

We are looking for a highly organized, proactive, and professional Executive Assistant to support the Director/CEO. The ideal candidate should be detail-oriented, resourceful, and able to manage multiple priorities while maintaining confidentiality and efficiency.

Key Responsibilities

• Manage and maintain the Director’s calendar, including scheduling meetings, appointments, and travel arrangements.

• Act as a point of contact for internal and external communications; handle emails, calls, and inquiries on behalf of the Director.

• Prepare, review, and edit presentations, reports, letters, and other documents.

• Coordinate meetings, conferences, and events—handling venue booking, logistics, catering, and technology setup.

• Handle sensitive and confidential information with professionalism and discretion.

• Support strategic initiatives and assist with special projects.

• Serve as a liaison between the Director and internal/external stakeholders.

• Manage expense reports, invoices, and related documentation.

• Anticipate the Director’s needs and proactively provide solutions.

Requirements

• Bachelor’s degree preferred (or relevant equivalent experience).

• Up to 2 years of experience as an Executive Assistant or in a similar administrative role.

• Excellent verbal and written communication skills.

• Strong organizational, planning, and time-management abilities.

• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint); familiarity with tools like Zoom, Teams, or Slack is a plus.

• Ability to multitask and work efficiently in a fast-paced environment.

• High level of discretion, reliability, and professionalism.