Executive Assistant

Ambient; Seattle (WA); On-site; USD 80,000 - 100,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan with company匹配

Paid time off

Job summary

Johnson Barrow is seeking a highly organized Executive Assistant to support our Executive Leadership Team in a fast-paced commercial HVAC environment. You will coordinate priorities across sales, operations, and leadership, providing discreet, high-level administrative support.

The ideal candidate has 3+ years of senior administrative experience, exceptional organization, and strong communication skills, with proficiency in Microsoft Office and CRM systems.

Qualifications

• 3+ years of experience as an Executive Assistant or in a senior administrative support role.
• Proven ability to support multiple senior leaders simultaneously.
• Exceptional organizational, time management, and multitasking skills.
• Strong written and verbal communication abilities.
• High level of professionalism, discretion, and confidentiality.

Responsibilities

• Provide high-level administrative support to the VP of Sales, VP of Operations, and Managing Partner, including complex calendar management, scheduling, and coordination across multiple leaders.
• Manage travel arrangements, itineraries, and expense reporting for assigned executives.
• Prepare, review, and edit correspondence, presentations, reports, and executive-level documents.
• Serve as a key liaison between leadership and internal teams, customers, manufacturers, and external partners.
• Manage and prioritize incoming communications, ensuring timely responses and appropriate escalation.
• Coordinate leadership meetings, sales meetings, and operational reviews, including agenda preparation, note-taking, and follow-up on action items.
• Assist with project coordination related to sales initiatives, operational priorities, and strategic planning efforts.
• Help align schedules and priorities between sales and operations leadership to support efficient decision-making.
• Maintain organized digital and physical filing systems, including contracts and confidential documents.
• Handle sensitive and confidential information with professionalism and discretion.
• Support special projects and provide general administrative support as needed.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion/confidentiality

Education

Bachelor’s degree or Associate’s degree

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Teams

CRM systems

Job description

About Us

Johnson Barrow is a leading HVAC manufacturers’ representative in the Pacific Northwest, dedicated to helping people succeed by delivering unbiased consultative services and premium quality mechanical equipment. For over 60 years, we have partnered with engineers, contractors, and building owners to design and implement high-performance building systems that balance energy efficiency, operational reliability, and occupant comfort. Our culture is entrepreneurial at its core — we empower our people to think like business owners, act with urgency, and build lasting relationships. Guided by our values, we stand by every project from concept through completion, advocating for our customers every step of the way.

Job Description

Position Summary

Johnson Barrow is seeking a highly organized, proactive Executive Assistant to support our Executive Leadership Team This role is essential to the effectiveness of our leadership team and requires exceptional organizational skills, strong communication abilities, and the discretion to manage sensitive information. The Executive Assistant will act as a trusted partner, helping coordinate priorities across sales, operations, and executive leadership in a fast-paced, project-driven commercial HVAC environment.

Key Responsibilities

• Provide high-level administrative support to the VP of Sales, VP of Operations, and Managing Partner, including complex calendar management, scheduling, and coordination across multiple leaders
• Manage travel arrangements, itineraries, and expense reporting for assigned executives
• Prepare, review, and edit correspondence, presentations, reports, and executive-level documents
• Serve as a key liaison between leadership and internal teams, customers, manufacturers, and external partners
• Manage and prioritize incoming communications, ensuring timely responses and appropriate escalation
• Coordinate leadership meetings, sales meetings, and operational reviews, including agenda preparation, note-taking, and follow-up on action items
• Assist with project coordination related to sales initiatives, operational priorities, and strategic planning efforts
• Help align schedules and priorities between sales and operations leadership to support efficient decision-making
• Maintain organized digital and physical filing systems, including contracts and confidential documents
• Handle sensitive and confidential information with professionalism and discretion
• Support special projects and provide general administrative support as needed

Qualifications

• 3+ years of experience as an Executive Assistant or in a senior administrative support role
• Proven ability to support multiple senior leaders simultaneously
• Exceptional organizational, time management, and multitasking skills
• Strong written and verbal communication abilities
• High level of professionalism, discretion, and confidentiality
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with Teams and CRM systems preferred
• Ability to work independently, anticipate leadership needs, and proactively solve problems
• Strong attention to detail and follow-through

Preferred Qualifications

• Experience supporting leadership in commercial HVAC, construction, engineering, or related industries
• Familiarity with manufacturers’ representative firms or project-based organizations
• Associate’s or Bachelor’s degree

Key Competencies

• Strong judgment and discretion
• Excellent interpersonal and relationship-building skills
• Ability to manage shifting priorities in a dynamic environment
• Proactive, solutions-oriented mindset
• Calm, professional demeanor under pressure

Compensation:

$80,000 - $100,000 annually

This is a full-time, exempt position with competitive compensation based on experience and qualifications, plus eligibility for Johnson Barrow’s performance-based bonus program. The company also offers a comprehensive benefits package and reimburses all business travel expenses in accordance with company policy.

Total Rewards

At Johnson Barrow, We Believe In Recognizing And Rewarding The Contributions Of Our Employees. Our Total Rewards Package Is Designed To Support Your Financial Success, Personal Well-being, And Professional Growth, And Includes:

• Competitive compensation with bonus opportunities tied to individual and company performance
• Medical, dental, and vision insurance
• Health savings account (HSA) and flexible spending account (FSA) options
• Life and disability insurance
• 401(k) retirement savings plan with company match
• Paid time off (vacation, sick leave, and holidays)
• Employee assistance program (EAP)
• Professional development and training opportunities
• Tuition reimbursement program
• Volunteer time and wellness initiatives

Total Rewards

At Johnson Barrow, We Believe In Recognizing And Rewarding The Contributions Of Our Employees. Our Total Rewards Package Is Designed To Support Your Financial Success, Personal Well-being, And Professional Growth, And Includes:

• Competitive compensation with bonus opportunities tied to individual and company performance
• Medical, dental, and vision insurance
• Health savings account (HSA) and flexible spending account (FSA) options
• Life and disability insurance
• 401(k) retirement savings plan with company match
• Paid time off (vacation, sick leave, and holidays)
• Employee assistance program (EAP)
• Professional development and training opportunities
• Tuition reimbursement program
• Volunteer time and wellness initiatives

EEO Statement

At Johnson Barrow, we believe our strength comes from the diverse experiences, backgrounds, and perspectives of our people. We are committed to creating a workplace where everyone feels respected, valued, and supported to succeed. We welcome applicants of all races, colors, ancestries, national origins, religions, creeds, ages, sexes, genders, gender identities and expressions, sexual orientations, marital or family statuses, pregnancies, physical or mental disabilities, genetic information, veteran or military statuses, and any other characteristics protected by applicable federal, state, provincial, or local laws. Guided by our core values: Helping People Succeed, Building Partnerships for Life, Relentless Customer Service, and a Sense of Urgency, we strive to ensure every team member can contribute fully and thrive.