Remote Executive Assistant

Lavallee Systems.; Maine; Remote; Full time

Job summary

Lavallee Systems is seeking a highly organized Executive Assistant to support executives in a remote, full-time role. Ideal candidates will be proactive, tech-savvy, and able to manage multiple administrative tasks, contributing to an award-winning team dedicated to integrity and innovation.

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 fast-paced environments.
• Strong written and verbal communication skills.
• Exceptional ability to prioritize tasks effectively.

Responsibilities

• Manage complex calendars and schedule internal/external meetings.
• Monitor executive inboxes and handle communications professionally.
• Coordinate tasks, projects, and events ensuring deadlines are met.

Skills

Communication

Organization

Multitasking

Tech Savvy

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

Remote (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!

This is a remote position.