Executive Assistant

Ambient Enterprises; New York (NY); On-site; USD 73,000 - 88,000; Full time

Job summary

Ambient Enterprises is seeking an Administrator in New York to support back-office and executive operations across our New York business lines. This role combines HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant support to the Vice President and Operations Director.

The ideal candidate is detail-oriented, handles sensitive financial and personnel information discreetly, and thrives coordinating multiple business units rather than owning a

Qualifications

• 2+ years of administrative or coordinator experience with confidentiality.
• Strong organizational skills with ability to multi-task across units.
• Experience with payroll onboarding, COI requests, or customer onboarding is a plus.
• Familiarity with Dynamics 365/CRM systems and Microsoft 365.
• Excellent written and verbal communication, and on-site work in New York, NY.

Responsibilities

• Submit payroll data for staff each cycle (manual until automation).
• Serve as the liaison between the team and payroll provider for timely submissions.
• Request COIs from brokers for projects, vendors, and contracts.
• Track COIs through completion and maintain project records.
• Collect client information and set up in business systems (W-9 etc.).
• Support billing and invoicing workflows and A/R follow-up as needed.
• Book employee travel per SOP and coordinate leadership travel.
• Provide admin support to VP and Operations Director, including calendar management.

Skills

Administrative experience

CRM experience

Microsoft Office

Communication skills

Tools

Dynamics 365

CRM systems

Job description

About Us MIH Systems Group is a growing company in the HVAC services field, and we work to make buildings work better. We specialize in optimizing complex HVAC systems in buildings. Our diverse team delivers value to our clients from the design stages of new construction through the operation of existing buildings. Our HVAC service team provides start-up services for complex HVAC equipment from a wide range of manufacturers, as well as ongoing preventive maintenance, break/fix repair, and equipment retrofit services. Our Ambient team includes experienced professionals who focus on cost-effective solutions for our clients.

Job Description MIH Systems Group is hiring an Administrator to support back-office and executive operations across our New York business lines. This is a broad, hands-on role combining HR/payroll administration, customer and billing support, travel logistics, and direct executive assistant support to the Vice President and Operations Director. It's well-suited to someone who is detail-obsessed, comfortable handling sensitive financial and personnel information, and energized by supporting multiple business lines at once rather than a single narrow function. This role is a coordination/conduit function, not a decision-owning one: the Administrator submits payroll, requests COIs, and routes customer paperwork, rather than administering payroll or the insurance program itself. That keeps the required seniority consistent across the role's responsibilities — this should be priced and titled as a coordinator-level position, not an HR/benefits-specialist role.

Key Responsibilities

• Submit payroll data on behalf of staff each cycle (manual process until automated)
• Serve as the point of contact between the team and payroll provider, ensuring timely and accurate submission
• Request certificates of insurance (COIs) from the broker for projects, vendors, and contracts as needed
• Track COI requests through to completion and maintain records for project files
• Collect client information (W-9), and set up them up in our business systems
• Support billing and invoicing workflows; assist with accounts receivable follow-up as needed
• Book employee travel per existing SOP (refundable fares, corporate travel accounts)
• Coordinate scheduling and logistics for field engineers and leadership travel
• Provide direct administrative support to the Vice President and Operations Director, including calendar management, correspondence, and task follow-up
• Assist with document preparation and light project coordination as needed
• Serve as a central administrative point of contact across business units
• Handle administrative projects as priorities shift across business lines

Qualifications

• 2+ years of administrative or coordinator experience; exposure to payroll submission, insurance/COI requests, or customer onboarding processes a plus (not required to have owned these functions)
• Comfortable handling confidential financial and personnel data with discretion
• Strong follow-through — this role is a conduit between the team and outside parties (payroll provider, insurance broker, customers), so nothing can fall through the cracks
• Strong organizational skills and ability to manage competing priorities across multiple business units
• Knowledge of HVAC/Construction background is preferred
• Experience with Dynamic365, CRM systems, or similar business platforms a plus
• Proficiency with Microsoft Office / Microsoft 365
• Excellent written and verbal communication skills
• Ability to work on-site in New York, NY

Estimated Salary: $73,000 - $88,000 annually with flexibility based on experience and skills.

Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Ambient is a national collective of HVAC firms. Our experts deliver safety, comfort, and highly efficient, sustainable solutions for spaces that matter most: healthcare, commercial, institutional, and mission-critical.