Executive Assistant

Tri South Mechanical LLC; Raleigh (NC); On-site; USD 50,000 - 70,000; Full time

Job summary

Tri South Mechanical LLC is looking for an Executive Assistant to support the CEO with a fast-paced schedule and confidential information handling. This role blends executive support, scheduling, travel planning, and sales assistance in a construction/HVAC environment.

The ideal candidate is highly organized, proactive, discreet, and able to prioritize across both business and personal responsibilities, with a proven track record in similar fast-paced settings.

Qualifications

• 2+ years of experience in an Executive/Administrative Assistant role.
• Strong organizational and detail orientation.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and follow-up skills.
• Professionalism, discretion, and ability to handle confidential information.
• Proactive, self-starter with initiative.

Responsibilities

• Manage and maintain the executive’s professional and personal calendar.
• Coordinate meetings, appointments, calls, and commitments.
• Schedule and manage personal appointments and service appointments.
• Arrange travel plans, including flights, hotels, transportation, and itineraries.
• Prepare daily schedules and ensure priorities are organized and communicated.
• Monitor deadlines, follow-ups, and important commitments.
• Anticipate scheduling conflicts and resolve issues proactively.
• Handle confidential personal and business information with professionalism and discretion.
• Provide direct support to the CEO in daily sales activities.
• Assist with customer communication, follow-ups, and relationship management.
• Maintain sales records, tracking sheets, and CRM information.
• Prepare proposals, presentations, reports, and sales documents.
• Assist with organizing customer meetings and sales presentations.
• Track opportunities, action items, and deadlines to ensure follow-through.
• Coordinate communication between customers, leadership, and internal teams.
• Manage emails, correspondence, and follow-up items.
• Organize documents, files, and important information.
• Assist with special projects and business initiatives.
• Conduct research and gather information as needed.
• Help improve organization, efficiency, and processes within the executive day-to-day operations.

Skills

Executive support

Scheduling

Communication

Organization

Discretion

Independent work

Tools

Microsoft Office

Google Workspace

CRM systems

Job description

Description

Tri South Mechanical is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support our CEO. This role requires someone who can manage a fast-paced schedule, anticipate needs, stay ahead of priorities, and provide reliable support across both business and personal responsibilities.

The ideal candidate is confident, resourceful, and able to operate with a high level of professionalism and discretion. This person will serve as a trusted partner, helping manage daily priorities, coordinate schedules, support sales activities, and ensure important details are handled efficiently.

A background in sales, construction, HVAC, or a similar fast-paced industry is highly preferred.

Requirements

Key Responsibilities

Executive Support & Scheduling

• Manage and maintain the executive’s professional and personal calendar
• Coordinate meetings, appointments, calls, and commitments
• Schedule and manage personal appointments, service appointments, and other personal commitments
• Arrange travel plans, including flights, hotels, transportation, and itineraries
• Prepare daily schedules and ensure priorities are organized and communicated
• Monitor deadlines, follow-ups, and important commitments
• Anticipate scheduling conflicts and proactively resolve issues
• Handle confidential personal and business information with professionalism and discretion

Sales & Business Support

• Provide direct support to the CEO in daily sales activities
• Assist with customer communication, follow-ups, and relationship management
• Maintain sales records, tracking sheets, and CRM information
• Prepare proposals, presentations, reports, and sales documents
• Assist with organizing customer meetings and sales presentations
• Track opportunities, action items, and deadlines to ensure follow-through
• Coordinate communication between customers, leadership, and internal teams

Administrative Support

• Manage emails, correspondence, and follow-up items
• Organize documents, files, and important information
• Assist with special projects and business initiatives
• Conduct research and gather information as needed
• Help improve organization, efficiency, and processes within the executive day-to-day operations

Qualifications

• 2+ years of experience as an Executive Assistant, Administrative Assistant , or similar role
• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities in a fast-paced environment
• Excellent communication and follow-up skills
• Strong judgment and ability to handle confidential information
• Ability to work independently, anticipate needs, and take initiative
• Comfortable supporting a fast-paced executive leader
• Proficient with Microsoft Office, Google Workspace, and technology systems
• Sales, customer service, construction, HVAC, or service industry experience preferred

The Right Person Will Be:

• Extremely organized and dependable
• A proactive problem solver who stays ahead of needs
• Comfortable managing both professional and personal schedules
• Someone who can handle urgency without becoming overwhelmed
• Confident communicating with customers, vendors, and leadership
• Detail-oriented with strong follow-through
• Professional, trustworthy, and discreet
• Someone who takes ownership and gets things done

Employment type: Full-time

Schedule : M-F 8am- 5pm