Executive Assistant — National Service
Core
Provide comprehensive administrative and strategic support to the National Service Executive Team, serving as a central point of coordination for four executives.
Role type
Executive Assistant
Builds
Smooth day-to-day operations, effective communication, and efficient execution of priorities for the executive team.
Domain
HVAC, equipment rental, construction, or industrial services
Required skills
Calendar and travel management, correspondence and presentation preparation, gatekeeping and liaison, meeting organization and minute-taking, CRM data tracking, expense processing, office supply coordination, event planning, process improvement support
Preferred skills
Industry experience in HVAC/construction, AI tool proficiency, communications background
Technologies
Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), CRM/ERP systems, AI tools
Responsibilities
Manage calendar, scheduling meetings, appointments, and travel; Coordinate domestic and international travel arrangements; Prepare, proofread, and format correspondence, presentations, reports, and board materials; Draft and distribute company-wide communications; Act as a gatekeeper and liaison between the Executive Team and internal staff, customers, vendors, and external partners; Organize and prepare materials for executive, board, and leadership meetings; Handle sensitive and confidential information; Track key deliverables and follow up on outstanding action items; Assist with scheduling client meetings, sales calls, and territory or regional travel; Help track CRM data entry, follow-ups, and pipeline reporting; Support communication between the executive team and other departments; Assist with scheduling operational reviews, site visits, and meetings; Help compile and organize operational reports, KPIs, and data; Coordinate vendor, subcontractor, and internal team meetings related to operations; Assist with special projects related to process improvement and operational efficiency; Serve as a backup point of contact for the executive office; Maintain organized filing systems; Process expense reports and assist with basic budget tracking; Order office supplies and coordinate with building management/vendors; Assist with planning company events, meetings, and employee recognition activities
Seniority
Mid-level, hands-on IC
