Executive Assistant - Mechanical Technologies

About Us:

Formed in 2007, Mechanical Technologies has earned an impeccable reputation in the contracting and engineering communities and has experienced steady and sustainable growth. We specialize in product-based solutions for commercial, industrial, and institutional HVAC challenges. We provide a complete inventory plus application assistance to owners, architects, engineers, and contractors. Our emphasis is working closely with customers to deliver the highest quality skills, systems, and service in a timely and cost-effective manner while providing the most energy-efficient and lowest maintenance solutions.

Role: Executive Assistant

As an Executive Assistant at Mechanical Technologies, you will support our team by managing calendars, coordinating meetings, arranging travel, and preparing documents. Strong organizational and communication skills are essential. We are looking for an individual with administrative experience and proficiency in Microsoft Office. This role offers an opportunity for growth and development within our dynamic company!

Responsibilities:

• Assist in coordinating and managing daily administrative tasks to ensure timely completion.
• Support executives in managing calendars, meeting spaces, attendee lists, agendas, and meeting minutes.
• Help review executive calendars to minimize scheduling conflicts and promote effective time management, providing daily reminders as needed.
• Assist in scheduling and booking travel arrangements, including flights, hotels, and restaurant reservations.
• Prepare and edit correspondence, reports, and presentations while maintaining accuracy and confidentiality.
• Serve as a point of contact between executives and internal/external stakeholders, professionally handling communications and inquiries.
• Organize and manage executive files and documents, ensuring easy access and up-to-date records.
• Support special projects as needed, helping to ensure timely completion and alignment with team goals.
• Extract basic data from ERP & CRM systems as required.
• Demonstrate strong planning and time management skills.

Requirements:

• 1-3 years of experience in an administrative support role, preferably related to executive assistance.
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and willingness to learn other relevant software.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Good communication skills, both written and verbal, with attention to detail.
• Ability to work independently and make decisions within established guidelines.
• Interest in the HVAC industry is a plus.
• Some occasional overnight travel may be required for company events.

Estimated Salary: $59,000-$71,000/yr with flexibility based on experience and skills.

Mechanical Technologies provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.