HVAC Administrative Assistant

Cooling Unlimited, Inc.; Reading (MA); On-site; USD 55,000 - 85,000; Full time

Job summary

Cooling Unlimited, Inc. is seeking an experienced Administrative Assistant to serve at the center of a collaborative leadership team.

You will support multiple senior leaders by managing calendars, coordinating meetings, travel, and expense tasks with precision and discretion. The role emphasizes leveraging AI and Microsoft 365 tools to improve efficiency and provide exceptional experiences for employees, candidates, and partners.

Qualifications

• Bachelor's degree or equivalent professional experience.
• 5+ years of experience supporting senior executives in an EA/Administrative role.
• Experience supporting multiple senior leaders in a dynamic, matrixed organization.

Responsibilities

• Manage complex calendars for multiple executives and resolve conflicts.
• Coordinate onsite and virtual meetings, travel, and logistics.
• Prepare expense reports, POs, and other admin tasks accurately and on time.
• Support leadership meetings, offsites, and team events with flawless execution.
• Leverage AI and technology to streamline processes and improve productivity.

Skills

Calendar management

Executive support

Communication

PowerPoint

Organization

Adaptability

AI tools

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

Outlook

Excel

PowerPoint

Teams

SharePoint

Copilot / AI assistants

Job description

As a trusted partner to the People Leadership Team, you will help leaders stay focused on strategic priorities by anticipating needs, managing competing demands, and ensuring day-to-day activities run seamlessly.

You will work in a collaborative, fast-paced environment where no two days are the same. Success in this role requires exceptional organization, sound judgment, and the ability to take broad direction while executing independently. Beyond traditional executive support, you'll continuously seek opportunities to simplify processes, leverage AI and emerging technologies to improve efficiency, and enhance the experience of leaders, employees, candidates, and external partners.

This is an excellent opportunity for an experienced Administrative Assistant who enjoys working at the center of a collaborative leadership team and wants to make a meaningful impact through exceptional execution.

Day-to-Day Responsibilities

• Manage complex calendars for multiple executive leaders by scheduling internal and external meetings, balancing competing priorities, and proactively resolving conflicts.
• Coordinate onsite and virtual meetings, including room scheduling, technology, presentation support, catering, and meeting logistics.
• Plan and coordinate travel, including itineraries, agendas, logistics, and briefing materials.
• Prepare expense reports, purchase orders, and other administrative activities accurately and on time.
• Support leadership meetings, planning sessions, offsites, and team events through coordination, preparation, and flawless execution.
• Coordinate activities across the People Leadership Team by scheduling meetings, communicating updates, and helping ensure priorities move forward.
• Identify opportunities to simplify administrative processes, improve workflows, and leverage AI and technology to increase productivity and efficiency.
• Serve as a trusted representative of the People organization by creating exceptional experiences for employees, candidates, business leaders, and external partners.
• Handle sensitive and confidential information with the highest level of professionalism, discretion, and integrity.

Preferred Skills & Knowledge

• Highly proactive self-starter who takes ownership and works effectively in both independent and team environments, consistently delivering results.
• Strong judgment, organizational, and prioritization skills with the ability to manage multiple executive priorities in a fast-paced environment.
• Professional, discreet, and trusted when handling highly confidential information.
• Excellent written and verbal communication skills with the ability to build strong relationships across all levels of the organization.
• Comfortable taking broad direction and translating it into organized plans and successful execution.
• Passion for identifying efficiencies and improving how work gets done through AI, automation, and technology.
• Excellent PowerPoint skills with exceptional attention to detail.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Experience with Microsoft Teams, SharePoint, Planner, Smartsheet, Microsoft Copilot, or similar AI-enabled productivity tools.
• Collaborative, adaptable, and committed to creating exceptional experiences for those you support.

Qualifications

• Bachelor's degree or equivalent professional experience.
• 5+ years of experience supporting senior executives in an Executive Assistant, Administrative Assistant, or similar role.
• Experience supporting multiple senior leaders in a dynamic, matrixed organization.
• Demonstrated experience coordinating executive calendars, meetings, travel, and administrative activities.
• Advanced Microsoft Office proficiency, particularly Outlook, PowerPoint, and Excel.
• Experience using AI-enabled productivity tools (such as Microsoft Copilot or similar platforms) to improve efficiency and streamline administrative work.