Executive Assistant

About the Company Our client is a leading Bay Area commercial HVAC, industrial refrigeration, and mechanical services contractor headquartered in San Jose, CA. Specializing in high-efficiency climate control, mechanical construction, preventative maintenance, and 24/7 emergency service for commercial, industrial, and institutional facilities, they have built a reputation for operational excellence and technical reliability. They foster a collaborative, fast-paced environment driven by strong leadership and dedication to quality service.

The Opportunity We are seeking a poised, proactive, and highly organized Executive Assistant to provide high-level administrative partnership to the Chief Executive Officer (CEO) and Chief Operating Officer (COO). In this critical, high-visibility role, you will act as a force multiplier for executive leadership—managing complex calendars, streamlining executive communications, facilitating strategic project tracking, and handling sensitive operational information with complete discretion.

salary: $85,000 - $120,000 per year
shift: First
work hours: 8 AM - 5 PM
education: Bachelors

Responsibilities

• Executive Calendar & Schedule Management: Proactively manage and align complex, high-volume calendars for both the CEO and COO; anticipate scheduling conflicts, prioritize commitments, and coordinate internal/external executive meetings.

• Executive Communication & Gatekeeping: Serve as the primary point of contact and liaison between executive leadership, board members, key clients, department heads, and field operations managers. Draft, edit, and screen executive correspondence, emails, and phone inquiries.

• Meeting Preparation & Board Support: Organize, prepare, and compile briefing materials, slide decks, agendas, and reports for executive committee meetings, quarterly reviews, and operational huddles; record actionable meeting minutes and track follow-up deliverables.

• Project & Operational Coordination: Assist the COO in monitoring operational KPIs, tracking cross-departmental project milestones, and gathering operational data from service, dispatch, and engineering teams.

• Travel & Expense Management: Coordinate domestic travel itineraries, logistics, hotel accommodations, and transportation; manage executive expense reports, credit card reconciliations, and vendor invoices.

• Administrative Operations & Confidentiality: Maintain secure, confidential executive filing systems, handle sensitive personnel/financial matters with utmost discretion, and assist with special corporate projects as assigned.

Skills

• HVAC
• Scheduling
• Creating Presentations
• executive support
• Expense Reports

Qualifications

• Years of experience: 5 years
• Experience level: Experienced

Randstad is a world leader in matching great people with great companies. Our experienced agents will listen carefully to your employment needs and then work diligently to match your skills and qualifications to the right job and company. Whether you're looking for temporary, temporary-to-permanent or permanent opportunities, no one works harder for you than Randstad.

Equal Opportunity Employer: Race, Color, Religion, Sex, Sexual Orientation, Gender Identity, National Origin, Age, Genetic Information, Disability, Protected Veteran Status, or any other legally protected group status.

At Randstad, we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants. If you require a reasonable accommodation to make your application or interview experience a great one, please contact View email address on us.fitly.work.

Pay offered to a successful candidate will be based on several factors including the candidate's education, work experience, work location, specific job duties, certifications, etc. In addition, Randstad offers a comprehensive benefits package, including: medical, prescription, dental, vision, AD&D, and life insurance offerings, short-term disability, and a 401K plan (all benefits are based on eligibility).

This posting is open for thirty (30) days.

Qualified applicants in San Francisco with criminal histories will be considered for employment in accordance with the San Francisco Fair Chance Ordinance.




Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.




We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.