Remote Executive Assistant

Lavallee Systems; Sudbury (MA); Remote; Full time

Job summary

Lavallee Systems seeks an Executive Assistant to support company executives in a fast-paced HVAC and plumbing environment. This remote role requires strong organization, communication, and technological skills, ensuring seamless operations. Enjoy competitive pay, bonuses based on performance, and a supportive workplace fostering growth.

Benefits

Simple IRA matching

Bonus based on performance

Company parties

Competitive salary

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Qualifications

• Proven experience as an Executive Assistant in fast-paced environments.
• Exceptional organizational skills with strong multitasking abilities.
• Ability to maintain confidentiality and sound judgment in high-pressure situations.

Responsibilities

• Manage calendars and schedule meetings.
• Monitor executive inboxes and handle communications.
• Track ongoing tasks and maintain reminders.

Skills

Communication

Organization

Multitasking

Technological proficiency

Tools

Google Workspace

Microsoft Office

Outlook

Zoom

Slack

ServiceTitan

Trello

Job description

Benefits:

• Simple IRA matching
• Bonus based on performance
• Company parties
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• 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.

The Executive Assistant provides high-level administrative support to one or two company executives within a fast-paced, service-oriented HVAC and plumbing business. This position is fully remote and ideal for a highly organized, tech-savvy, and proactive professional who excels at supporting leadership and ensuring seamless daily operations. The Executive Assistant will manage a wide array of tasks, including calendar coordination, email management, call handling, task tracking, and document preparation. Discretion, dependability, and attention to detail are essential to success in this role.

Wage and Benefits Package

• Hourly Rate: $23-28
• 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 preferre

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.