Executive Assistant to CEO / Assistant Project Manager

Iconic Mechanical Service Corp.; Bay Shore (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

A mechanical service company based in Bay Shore, NY, is seeking an Executive Assistant to the CEO who thrives in a fast-paced environment. The role involves managing the CEO's calendar, coordinating meetings, and handling communications while maintaining the highest level of professionalism and discretion. The ideal candidate will have 2–4 years of experience and proficiency in Microsoft Office. This position offers opportunities for growth within a dynamic team while navigating important company projects.

Qualifications

• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• High level of discretion, professionalism, and confidentiality.
• Ability to anticipate needs and proactively solve problems.
• Proficiency in Microsoft Office.
• Detail-oriented with strong follow-through.

Responsibilities

• Manage the CEO’s calendar, schedule meetings, and coordinate appointments.
• Screen and prioritize emails, calls, and requests on the CEO’s behalf.
• Support strategic initiatives and special projects.
• Track deadlines and follow-ups to ensure timely completion.
• Serve as a liaison between the CEO and teams, clients, and vendors.

Skills

Organizational abilities

Multitasking

Written communication

Verbal communication

Discretion

Professionalism

Problem-solving

Microsoft Office proficiency

Detail-oriented

Job description

Executive Assistant to CEO / Assistant Project Manager

If you’re proactive, sharp, and love running point behind the scenes so a leader can operate at their best, this role will feel like home.

Key Responsibilities

Executive Assistant to the CEO

• Manage the CEO’s calendar, schedule meetings, and coordinate appointments
• Screen and prioritize emails, calls, and incoming requests on the CEO’s behalf
• Track deadlines, action items, and follow-ups to ensure timely completion
• Support strategic initiatives, special projects, and company-wide priorities
• Serve as a liaison between the CEO and internal teams, clients, partners, and vendors
• Organize and maintain CEO's files, documents, and digital records
• Handle confidential information with extreme discretion
• Represent the service department and assist in service calls when needed.
• Assist in managing schedules for contract teams and coordinating with subcontractors.
• Correspond with vendors and assist in resolving issues as they arise.
• Monitor and track project progress, scheduling needs, and resolve day-to-day problems promptly.
• Assist in putting together operation and maintenance manuals (O&M’s) for completed projects.
• Aid in contract tracking and process management, including preparing subcontracts for commercial projects and ensuring compliance with legal and regulatory requirements.
• Coordinate with field teams by preparing Jobsite Plans, Specs, Binders, and scheduling pre-project walkthroughs.
• Check and update the Purchase Order Book based on current purchase orders weekly.
• Track upcoming agendas for meetings and provide meeting minutes to the Project Managers for the Commercial Projects.

Required Skills & Qualifications

• Exceptional organizational and multitasking abilities
• Strong written and verbal communication skills
• High level of discretion, professionalism, and confidentiality
• Ability to anticipate needs and proactively solve problems
• Proficiency in Microsoft Office.
• Detail-oriented with strong follow-through

Preferred Qualifications

• 2–4 years of experience as an Executive Assistant, Assistant Project Manager or similar role
• Experience in fast-paced or growing environments
• HVAC industry experience or understanding of field operations is a plus

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