Executive Assistant

Mindscope; Plainview (NY); On-site; USD 75,000 - 105,000; Full time

Benefits offered by this job

Full benefits

401k plus match

Training and advancement opportunities

Job summary

Mindscope is seeking an Executive Assistant to support C-level executives with administrative tasks and customer service needs in a fast-growing HVAC product company. The role requires strong calendar management, travel coordination, and professional communication to keep executives focused on strategic priorities.

Ideal candidates will have 5+ years supporting C-level leaders, extensive customer service experience, and proficiency with Microsoft Office.

Qualifications

• 5+ years experience in administrative roles working directly with C-level executives.
• 5+ years of customer service experience.
• Prior experience working in and around HVAC, plumbing, or related industries.
• Proficiency with Microsoft Office
• Excellent communication and time management skills; proven ability to meet deadlines.

Responsibilities

• Serve as the primary point of contact between executives and internal/external teams.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Manage calendars, schedule meetings and coordinate travel.
• Prepare reports and presentations with accuracy and professionalism.
• Anticipate executive needs proactively.
• Organize and prioritize incoming requests.
• Handle confidential information with a high level of discretion.
• Monitor project deadlines and follow up on action items to keep things on schedule.
• Perform general administrative duties, such as filing documents and reporting.
• Complete any additional assigned projects.

Skills

Executive support

Calendar management

Customer service

Microsoft Office

Communication

Time management

Tools

Microsoft Office

Job description

Our client, a growing, well-respected HVAC product company, is looking for an Executive Assistant to support their team of C-level executives with administrative tasks and customer service needs.

Responsibilities

• Serve as the primary point of contact between executives and internal/external teams.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Manage calendars, schedule meetings and coordinate travel.
• Prepare reports and presentations with accuracy and professionalism.
• Anticipate executive needs proactively.
• Organize and prioritize incoming requests.
• Handle confidential information with a high level of discretion.
• Monitor project deadlines and follow up on action items to keep things on schedule.
• Perform general administrative duties, such as filing documents and reporting.
• Complete any additional assigned projects.

Qualifications

• 5+ years experience in administrative roles working directly with C-level executives.
• 5+ years of customer service experience
• Prior experience working in and around HVAC, plumbing, or related industries
• Proficiency with Microsoft Office
• Excellent communication and time management skills; proven ability to meet deadlines.

Compensation

• Open to considering different salary needs depending on experience
• Full benefits
• 401k plus match
• Training and advancement opportunities