Senior Executive Assistant to the President & CEO

A senior, proactive executive assistant to own the CEO's inbox, calendar, and day-to-day — and experienced enough to help a first-time delegator build the systems to work with executive support effectively.

Location & Employment Details

Location: Fully remote
Employment: Full-time preferred
Working hours: Full overlap with U.S. Eastern business hours
Reports to: President & CEO (may also provide support to a second senior executive as capacity allows)

About the Company

A long-established, family-owned mechanical contracting company in the Southeast. For more than a century we have delivered commercial HVAC, plumbing, and mechanical construction — spanning design/build, large-scale construction, and ongoing proactive maintenance and service — for healthcare, manufacturing, commercial, education, government, and cultural facilities.

We are led by a family leadership team and built on long-term client relationships, craftsmanship, and a strong internal culture where people tend to stay and grow. As we expand across multiple regions, we are investing in modernizing how we operate day to day.

About the Role

This role exists to protect the time and focus of our CEO. As the business grows across multiple regions and the CEO shifts toward driving service-side business development, his calendar and inbox have become the bottleneck that holds back higher-value work.

We are looking for a seasoned executive assistant who takes ownership of the day-to-day — someone who anticipates needs rather than waiting for tasks, brings order and follow-through, and builds the routines and systems that don't exist yet. This is our first dedicated executive support hire, so the right person is experienced enough to help shape how the CEO delegates and works with an assistant over time. In practice, this is closer to a chief-of-staff-lite seat than a task-taker: a true right hand who makes the executive's day run better and frees him to focus on the business.

Key Responsibilities

Inbox & Communication Management

Own and triage the CEO's email — surface what needs attention, draft and send responses, and keep the inbox under control
Manage follow-ups so nothing falls through the cracks
Serve as a professional point of contact on the CEO's behalf

Calendar & Schedule Management

Own the CEO's calendar: schedule and protect his time, resolve conflicts, and prepare him for what's ahead each day
Coordinate meetings, travel, and logistics across multiple regions
Keep him on schedule and ahead of commitments and deadlines

Proactive Support & Systems Building

Identify recurring tasks to take off the CEO's plate — often before being asked
Build and document simple systems, SOPs, and routines where none exist today
Recommend better ways to delegate and prioritize, helping the CEO work more effectively with executive support
Track priorities and projects and keep them moving

Cross-Functional Support (as capacity allows)

Provide light support to a second executive (e.g., the CFO) where helpful
Light research, information gathering, and prep to support business development
Route and coordinate communications to the right people internally

Required Qualifications

3–5+ years as an executive assistant supporting a U.S.-based executive, founder, or business owner
Exceptional written and spoken English — executive-grade communication
Demonstrated proactivity and sound judgment; operates independently with minimal direction
Discretion and trustworthiness with sensitive business and personal information
A track record of bringing order and structure to an unstructured environment
Full availability during U.S. Eastern business hours
Strong command of email, calendar, and task/productivity tools

Preferred Qualifications

Experience supporting an executive in construction, mechanical/MEP, HVAC, engineering, or another operations-heavy or field-based business
Experience building SOPs and processes from scratch
Experience supporting more than one executive at a time
Comfort providing light business-development or research support

Ideal Candidate Profile

You are:

Highly organized and detail-oriented, with a strong bias toward follow-through
Proactive by nature — you spot what needs doing and handle it before being asked
Calm and steady in a fast-moving, sometimes unstructured environment
A clear, confident communicator who can represent an executive well
Comfortable managing up — you'll help a first-time delegator learn to delegate
Discreet, dependable, and genuinely invested in making your executive's day run better

Why Join Us

This is a high-trust, high-impact seat working directly with the CEO of an established, respected company. You'll have real ownership, the chance to build the role and the systems around it from the ground up, and a long runway to grow as the business grows.

Sr Executive Assistant to the CEO - 21756