Executive Assistant to CEO​/Assistant Project Manager

Executive Assistant to CEO / Assistant Project Manager

If you’re proactive, sharp, and love running point behind the scenes so a leader can operate at their best, this role will feel like home.

Key Responsibilities

Executive Assistant to the CEO

• Manage the CEO’s calendar, schedule meetings, and coordinate appointments
• Screen and prioritize emails, calls, and incoming requests on the CEO’s behalf
• Track deadlines, action items, and follow-ups to ensure timely completion
• Support strategic initiatives, special projects, and company-wide priorities
• Serve as a liaison between the CEO and internal teams, clients, partners, and vendors
• Organize and maintain CEO's files, documents, and digital records
• Handle confidential information with extreme discretion
• Represent the service department and assist in service calls when needed.
• Assist in managing schedules for contract teams and coordinating with subcontractors.
• Correspond with vendors and assist in resolving issues as they arise.
• Monitor and track project progress, scheduling needs, and resolve day-to-day problems promptly.
• Assist in putting together operation and maintenance manuals (O&M’s) for completed projects.
• Aid in contract tracking and process management, including preparing subcontracts for commercial projects and ensuring compliance with legal and regulatory requirements.
• Coordinate with field teams by preparing Jobsite Plans, Specs, Binders, and scheduling pre-project walkthroughs.
• Check and update the Purchase Order Book based on current purchase orders weekly.
• Track upcoming agendas for meetings and provide meeting minutes to the Project Managers for the Commercial Projects.

Required Skills & Qualifications

• Exceptional organizational and multitasking abilities
• Strong written and verbal communication skills
• High level of discretion, professionalism, and confidentiality
• Ability to anticipate needs and proactively solve problems
• Proficiency in Microsoft Office.
• Detail-oriented with strong follow-through

Preferred Qualifications

• 2–4 years of experience as an Executive Assistant, Assistant Project Manager or similar role
• Experience in fast-paced or growing environments
• HVAC industry experience or understanding of field operations is a plus

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