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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