Executive Assistant

Executive Assistant

HVAC RNTL is seeking a highly organized, resourceful, and discreet Executive Assistant to provide comprehensive administrative and strategic support to the President, while also supporting the VP of Sales and the VP of Operations. This role serves as a central point of coordination across the executive team, ensuring smooth day-to-day operations, effective communication, and efficient execution of priorities. The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and can confidently manage competing priorities across three executives.

Key Responsibilities

Executive Support to the President

• Manage the President's calendar, scheduling meetings, appointments, and travel with careful attention to shifting priorities.
• Coordinate domestic and, when needed, international travel arrangements, including itineraries, accommodations, and expense reporting.
• Prepare, proofread, and format correspondence, presentations, reports, and board materials on the President's behalf.
• Draft, shape, and distribute company-wide communications and messages on behalf of the President, ensuring tone and content align with organizational priorities.
• Act as a gatekeeper and liaison between the President and internal staff, customers, vendors, and external partners.
• Organize and prepare materials for executive, board, and leadership meetings; record and distribute minutes and action items.
• Handle sensitive and confidential information with the utmost discretion and professional judgment.
• Track key deliverables and follow up on outstanding action items to ensure timely completion.

Support to the VP of Sales

• Assist with scheduling client meetings, sales calls, and territory or regional travel.
• Prepare and maintain sales reports, presentations, and proposal materials.
• Coordinate logistics for sales meetings, trade shows, and customer events.
• Help track CRM data entry, follow-ups, and pipeline reporting as needed.
• Support communication between the sales team and other departments (operations, finance, marketing).
• Serve as a liaison between leadership and Legal on standard contracts, forms, and agreements, including making sure those items are properly documented and tracked in our CRM

Support to the VP of Operations

• Assist with scheduling operational reviews, site visits, and equipment logistics meetings.
• Help compile and organize operational reports, KPIs, and fleet/rental utilization data.
• Coordinate vendor, subcontractor, and internal team meetings related to operations.
• Support procurement and administrative documentation related to equipment rentals and maintenance schedules.
• Assist with special projects related to process improvement and operational efficiency.

General Office & Administrative Duties

• Serve as a backup point of contact for the executive office in the absence of any of the three executives.
• Maintain organized filing systems (digital and physical) for contracts, reports, and correspondence.
• Process expense reports and assist with basic budget tracking for the executive team.
• Order office supplies and coordinate with building management/vendors as needed.
• Assist with planning company events, meetings, and employee recognition activities.

Qualifications

• Bachelor's degree preferred, or equivalent combination of education and experience.
• Minimum 35 years of experience as an Executive Assistant, ideally supporting multiple senior executives.
• Experience in HVAC, equipment rental, construction, or industrial services industries is a plus, but not required.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort learning CRM/ERP systems.
• Familiarity with AI tools (e.g., generative writing assistants, scheduling/automation tools) and the ability to use them to shape, draft, and send effective communications across the organization.
• Exceptional written and verbal communication skills; a background in communications or corporate messaging is a strong plus.
• Strong organizational skills with the ability to manage multiple priorities and deadlines across different departments.
• High degree of professionalism, discretion, and sound judgment when handling confidential matters.
• Ability to work independently, take initiative, and anticipate the needs of executives.
• Comfortable working in a fast-paced, entrepreneurial environment with shifting priorities.

Key Attributes for Success

• Highly adaptable able to shift seamlessly between supporting three different executives with different working styles.
• Strong communication skills with a history of shaping communications that go to all employees
• Proactive problem-solver who identifies issues before they escalate.
• Trustworthy and discreet, with strong personal integrity.
• Calm and professional under pressure and tight deadlines.
• Strong interpersonal skills, able to build rapport across all levels of the organization.
• Comfortable leveraging AI tools to help draft and refine internal and external communications efficiently.

Language Skills Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs. Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in an office environment and possibly, occasionally in the field.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Employment practices will not be influenced or affected by an applicant's or employee's race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate's qualifications, experience, internal equity, and the budgeted amount for the specific role and location.