Executive Assistant
Full Job Posting
Key Responsibilities
- Manage and maintain site leader’s calendar, including scheduling meetings, appointments, and conference calls across multiple time zones.
- Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
- Prepare and edit correspondence, reports, presentations, and other documents on behalf of site leadership.
- Screen and prioritize incoming calls, emails, and requests; act as a gatekeeper to optimize site leader’s time.
- Organize and coordinate site leader’s meetings, meeting preparations, and company events, including agenda preparation, minute-taking, and follow-up on action items.
- Handle expense reports, budget tracking, and invoice processing in compliance with company policies.
- Maintain confidential files and records, ensuring secure handling of sensitive information.
- Liaise with internal teams, external stakeholders, vendors, and partners to facilitate communication and project coordination.
- Assist with special projects, research, and administrative tasks as needed to support company initiatives.
- Oversee general office support functions, such as supply management and visitor coordination, as required.
- Qualifications and Requirements
- Bachelor’s degree in business administration, communications, or a related field preferred; equivalent experience accepted.
- 5+ years of experience as an Executive Assistant or Administrative Assistant supporting senior leadership.
- Proven ability to manage multiple priorities in a dynamic, high-growth environment.
- Exceptional organizational skills with keen attention to detail and problem-solving abilities.
- Strong written and verbal communication skills; professional demeanor and emotional intelligence.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools; experience with collaboration software (e.g., Teams, Zoom) a plus.
- High level of discretion and integrity when handling confidential information.
- Ability to work independently, anticipate needs, and exercise sound judgment.
- Flexibility to occasionally work outside standard hours for urgent matters or travel support.
- Experience in manufacturing, technology, or sustainability sectors is a plus.
- Why choose XNRGY!
- Competitive salary with STIP (short term bonus incentive plan)
- Medical and dental insurance
- 401 K
- Employee Assistance Program
- A dynamic team, open to change to bring its color
- Modern state of the art facility with Industry 4.0 technology in Mesa, Arizona
- Being part of a green industry transformation
- Fast-growing dynamic environment where entrepreneurial spirit is recognized
- Inclusive and diversity-friendly environment
- Career advancement: XNRGY promotes internal promotion
- At XNRGY Climate Systems, we are committed to fostering a diverse and inclusive workplace. We believe that a variety of backgrounds, experiences, and perspectives are essential to driving innovation and achieving success. We welcome individuals who share our passion for sustainability and who are eager to contribute to a more positive environmental future. Are you ready to join our driven team? Join a company that values courage, community, climate, customer and coherence. Be part of carving our footprint and joining a winning team!
Preferred Qualifications
- Bachelor’s degree in business administration, communications, or a related field preferred; equivalent experience accepted.
About XNRGY Climate Solutions
Privately held Canadian HVAC and liquid-cooling manufacturer serving data centers, healthcare, clean rooms, and life sciences.
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