Executive Assistant

Growth Postion - We are adding to the team!

Executive Assistant, CEO/COO Support

Company TM Service, boiler manufacturer representative, and service provider Location Castle Rock Type 40 hours per week Compensation 25 to 35 dollars per hour, W2

Role Summary

You will support the COO. You will manage communications, calendars, recruiting tasks, content, and administrative systems. You will move fast, protect time, and keep operations tight. You will handle sensitive information with care.

Outcomes

- Keep the COO’s inbox clear and prioritized daily

- Lock down a clean, accurate calendar two weeks out

- Maintain accurate NetSuite and Microsoft 365 settings

- Ensure shop supplies are stocked weekly

- Move candidates through the pipeline

- Ship clean documents, posts, and internal updates on time

- Close loops, no open items past agreed due dates

Core Responsibilities

· Email management

- Triage Outlook inboxes, set rules, flag decisions, clear noise

- Draft responses and follow ups, track threads to closure

- Maintain executive action list with due dates and owners

· Calendar and meeting control

- Schedule, confirm, and prepare agendas and packets

- Block focus time, manage travel and onsite days

- Record decisions and tasks, send minutes within 24 hours

· Recruiting support

- Post roles, screen resumes, run structured phone screens

- Coordinate assessments and panel interviews

- Maintain candidate tracker, update statuses same day

· Writing and design

- Draft internal memos, SOPs, job posts, training materials

- Create clean one pagers, slide decks, and graphics when needed

- Proofread for clarity, accuracy, and tone

· Operations support

- Prepare reports for service metrics, schedules, and POs

- Keep lists current, Quick Sheets and training program updates

- Coordinate vendor tasks and follow ups

- Track Birthdays and Anniversaries of employees

· System administration

- Assist with NetSuite admin functions, including user setup, permissions, and basic troubleshooting

- Support Microsoft 365 admin tasks, including account management, permissions, and Teams settings

- Coordinate with IT or vendors for escalations

· Shop supply management

- Maintain weekly supply list for service shop

- Place orders, confirm delivery, and track inventory levels

- Ensure no downtime due to missing materials

· Project coordination

- Track milestones, risks, and owners in a shared plan

- Surface blockers, propose next steps, drive decisions

· Confidentiality and compliance

- Handle personnel, pay, and legal items with strict confidentiality

- Follow company policies, drug testing workflows, and documentation standards

Tools

- Microsoft 365, Outlook, Teams, OneDrive, SharePoint

- NetSuite ERP

- Excel and Word

- PowerPoint

- Teams scheduling

- Applicant tracking spreadsheet

- Task tracking sheet in Excel or Planner

- Optional, Service trade systems as provided

Qualifications

- 2 plus years supporting an executive or operations leader

- Strong written and verbal communication

- Expert in Outlook, calendar control, and inbox systems

- Experience with NetSuite and Microsoft 365 administration

- High speed, high accuracy, high follow through

- Experience with recruiting coordination

- Document and slide creation with clean formatting

- Discretion with sensitive information

- Familiarity with field service or industrial operations preferred

Traits

- Ownership mindset

- Bias to action

- Disciplined and calm under pressure

- Direct, respectful communication

- Organized, reliable, and fast

- Strong judgment, strong prioritization

Job Type: Full-time

Pay: $25.00 - $35.00 per hour

Expected hours: 40 per week

Benefits:

- 401(k)

- 401(k) matching

- Dental insurance

- Health insurance

- Paid time off

- Vision insurance

Work Location: In person