Executive Assistant Hybrid

Lavallee Systems.; Maine; On-site; Full time

Job summary

Lavallee Systems is seeking a detail-oriented Executive Assistant for a remote position. This role is key in supporting executives with calendar management, communication, and project coordination. Ideal candidates are proactive, tech-savvy, and thrive in a fast-paced environment, contributing to a collaborative workplace.

Benefits

Simple IRA matching

Bonus based on performance

Company parties

Dental insurance

Health insurance

Paid time off

Training & development

Vision insurance

Qualifications

• Proven experience as an Executive Assistant in a fast-paced environment.
• Strong communication skills both written and verbal.
• Technologically proficient in various platforms.

Responsibilities

• Manage complex calendars and scheduling of meetings.
• Monitor executive inboxes and organize communication.
• Support logistics for internal and external events.

Skills

Communication Skills

Organizational Skills

Multitasking

Tech Proficiency

Tools

Google Workspace

Microsoft Office

CRM tools

Job description

Benefits:

• Simple IRA matching
• Bonus based on performance
• Company parties
• Dental insurance
• Health insurance
• Paid time off
• Training & development
• Vision insurance

Tired of just having a job? At Lavallee Systems, we offer a career – one where you’ll grow, earn well, and make a real impact. Join our award-winning team and become part of a local company that values craftsmanship, integrity, innovation, and teamwork. We’re offering wage and benefit earnings potential topping $70,000, and more importantly, a workplace where you can thrive for years to come.

We are seeking a highly organized, detail-oriented Executive Assistant to support one to two busy executives in a fast-paced, service-oriented business. This is a full-time, remote position for candidates based in the United States. The ideal candidate is proactive, dependable, tech-savvy, and able to manage a wide range of administrative tasks independently.

Wage and Benefits Package

• Hourly Rate: $22-28
• Paid Time Off: Up to 4+ weeks vacation and sick time based on length of service
• Paid Holidays: 7
• Yearly Bonus
• Health & dental insurance: 50% company-paid
• Term Life Insurance: 100% Company Paid
• Retirement Plan: 3% company match
• Additional Insurance Available: Short-term disability, long-term disability, accident, and vision
• Paid Training and Development

Schedule: 40 Hours + Overtime, Monday through Friday

Hybrid (U.S.-based candidates only)
Ability to meet in person preferred.

Responsibilities:

• Calendar & Meeting Management: Proactively manage complex calendars, including scheduling internal and external meetings, and ensuring all appointments and commitments are tracked and prioritized.
• Email & Communication Support: Monitor executive inboxes, organize incoming communication, and respond on behalf of the executives where appropriate. Ensure timely follow-ups, flag urgent matters, and maintain clear, professional correspondence.
• Call Handling: Answer incoming calls and place outbound calls courteously and professionally, taking accurate messages and directing inquiries appropriately.
• Task & Project Coordination: Track ongoing tasks, projects, and priorities using digital tools. Maintain reminders, create follow-up systems, and ensure important deadlines are met.
• Meeting Support: Attend meetings as requested, take detailed and actionable notes, distribute summaries, and follow up on key action items to ensure effective meeting outcomes.
• Document Preparation: Create and format professional documents and reports as needed.
• Event Scheduling: Support logistics for internal and external events, including meetings, training sessions, and company functions.
• Confidentiality: Handle sensitive company and employee information with the highest level of discretion and professionalism.
  
  

Skills / Abilities / Experience

• Proven experience as an Executive Assistant, preferably within service, trade, or fast-paced operational businesses
• Strong communication skills (written and verbal) and the ability to interface professionally with clients, vendors, and staff
• Exceptional organizational skills with the ability to multitask and prioritize effectively with minimal supervision
• Comfortable handling a high volume of emails and managing digital workflows
• Technologically proficient in platforms including Google Workspace, Microsoft Office, Outlook, Zoom, Slack, and calendar management tools
• Familiarity with CRM or project management tools such as ServiceTitan, Trello, or similar platforms is a strong plus
• Ability to maintain composure, confidentiality, and sound judgment in high-pressure situations
  
  

About Us

Lavallee Systems is an award-winning plumbing, heating, and A/C company based in Eastern Massachusetts. Founded by Jim Lavallee and family owned for over 30 years, we have a reputation for excellent service, impeccable attention to craft, and a commitment to guiding clients to make informed decisions about their options for system repair and replacement.

Ready to take the next step in your career? Apply today!

Flexible work from home options available.