Executive Assistant to the CEO

SUMMARY

The Executive Assistant (EA) provides high-level administrative and organizational support directly to the CEO and COO of ATS Mechanical, across all locations. This role owns calendar management for all executive-level leadership, all executive travel and conference arrangements, correspondence, meeting preparation, confidential recordkeeping, and special projects assigned directly by the CEO or COO. The Executive Assistant works closely with Marketing and Business Development on leadership offsites, meetings, and company events, and travels regularly between company offices to support the CEO’s and COO’s presence and consistency of executive and office support as ATS Mechanical expands into new markets.

GOALS & ACCOUNTABILITY

The Executive Assistant ‘s primary goal is to keep the CEO and COO organized, prepared, and focused on their highest-priority work. A successful Executive Assistant meets the following criteria:

• Anticipates the needs of the CEO and COO and proactively manages their time and priorities
• Maintains complete accuracy and confidentiality in all scheduling, correspondence, and recordkeeping
• Build strong, professional relationships with employees, leadership, vendors, and outside partners on behalf of the executive office
• Communicates clearly and follows through reliably on action items and deadlines

EXECUTIVE CALENDAR & SCHEDULING

• Manage and prioritize complex, frequently changing calendars for the CEO and COO, resolving conflicts and anticipating scheduling needs
• Coordinate internal and external meetings, including leadership team meetings, board or ownership meetings, and client or vendor meetings
• Confirm meeting logistics, room setup, and remote/video conferencing needs in advance
• Own and maintain conference room scheduling company-wide, ensuring rooms are booked accurately and conflicts are resolved

MEETING & COMMUNICATION SUPPORT

• Prepare agendas, materials, and briefing documents in advance of executive meetings
• Take and distribute meeting minutes and track follow-up action items to completion
• Draft, proofread, and manage correspondence on behalf of the CEO and COO
• Own inbox and phone management for the CEO and COO, including drafting and sending responses with appropriate authority, not just routing messages, and triaging requests that require executive attention
• Own logistics for board and ownership meetings, including scheduling, room or virtual setup, materials distribution, and minutes

TRAVEL & EXPENSE MANAGEMENT

• Own and arrange all conference, industry events, and travel event logistics for executive-level leadership, including flights, accommodations, ground transportation, and registration as needed
• Arrange travel itineraries, accommodations, and logistics for the CEO and COO, including coordination between the California and Arizona offices
• Process and reconcile expense reports for CEO & COO accurately and on time

CONFIDENTIAL DOCUMENT & RECORDS MANAGEMENT

• Maintain highly confidential files, contracts, and correspondence for the CEO and COO with strict discretion
• Prepare, format, and proofread executive-level presentations, reports, and board or ownership materials
• Support document routing, review, and signature processes for contracts and agreements

EXECUTIVE OFFICE LIAISON

• Serve as the primary point of contact between the CEO/COO office and internal department leaders, employees, and external partners
• Represent the CEO and COO professionally in scheduling and logistics conversations with clients, vendors, and partners
• Partner with Marketing and Business Development to plan and execute leadership offsites, company-wide meetings, and company events
• Coordinate closely with department leaders across the company on cross-functional projects assigned by the CEO or COO

SPECIAL PROJECTS & EXECUTIVE SUPPORT

• Lead or support special projects and initiatives assigned directly by the CEO or COO
• Assist with planning and logistics for leadership meetings, offsites, and company events
• Conduct research and compile information to support executive decision-making
• Occasionally assist with personal scheduling or errands for the CEO and COO as needed
• Establish and maintain backup coverage procedures for calendar, inbox, and conference room management during absences

TRAVEL & GEOGRAPHIC SCOPE

• This position requires regular travel between the San Jose, CA and Phoenix, AZ offices to provi…