Executive Assistant

Job Description

Job Description

Description:

JOB SUMMARY

With over 50 years of proven performance, Zonatherm Products and ThermFlo provide complete, end-to-end solutions for essential and mission critical power and cooling systems—serving industries from data centers, hospitals and municipalities to industrial and commercial facilities. From initial planning and expert guidance to custom equipment, system design, installation, and ongoing support, we deliver a fully integrated approach that keeps operations running smoothly.

The Executive Assistant is a trusted partner to the CEO and Executive Leadership Team (ELT), providing high-level administrative support and discretion to ensure alignment, focus, and execution of organizational priorities. This role manages executive office operations, including calendar ownership, time-blocking, travel arrangements, communications, and document preparation, while serving as a liaison between leadership and internal/external stakeholders.

The EA drives operating rhythms, synthesizes information for decision-making, and supports light project management to ensure follow-through on key initiatives. Success is measured by the EA’s ability to enhance the impact and effectiveness of the CEO and ELT while representing the organization’s values with professionalism and cultural integrity.

ESSENTIAL RESPONSIBILITIES

Executive Communication, Messaging, and Priority Management

• Design and defend a priority-first calendar for the CEO complete with strategic blocks, customer meetings, talent reviews, deep work, and recovery time, with the ability to continuously rebalance as schedules and priorities shift, demonstrating the discernment and ability to filter incoming requests based on current business needs.
• Prepare the CEO and ELT for all meetings with clear agendas, historical context of decision status, and action items for follow through. This includes building and running all meeting cadences for CEO and ELT, driving meeting quality through agenda design, decision capture, and action item accountability.
• Draft and refine high impact CEO communications, ensuring consistent tone, clarity, and executive brand, preparing talking points and briefing materials for internal and external audiences.
• Coordinate logistics and materials for Board meetings, All Hands, and leadership sessions.

Cross Functional Project Orchestration and Executive Logistics

• Track ongoing CEO deliverables and cross functional projects, ensuring clarity of ownership, time availability risks, delays, and next steps. Ability to understand overarching timelines, and assist in driving alignment, follow through, and escalation when needed.
• Produce one pagers, decision memos, and short decks outlining options, risks, and recommendations, distilling complex information into concise, actionable insights, and understanding the nuance of time critical items and high priority information.
• Plan and manage end to end travel with contingencies and be proactive with helpful reminders and important information.
• Lead logistical coordination for executive offsites and meetings, customer summits, and companywide events.

Confidentiality, Judgment, and Risk Anticipation

• Handle sensitive information with discretion and integrity.
• Operate with a high level of trust and maintain a professional demeanor understanding discretion when necessary, and the responsibility of accessing certain proprietary information.
• Anticipate time management and collaboration risks to project and initiate execution, exercise sound judgment, and proactively recommend solutions.

Systems, Tools and Workflow Optimization

• Implement and maintain systems for tracking tasks, decisions, and meeting notes.
• Proactively streamline processes to reduce administrative load and eliminate inefficiencies.

SECONDARY RESPONSIBILITIES

• Comprehends and adheres to all safety, quality, and Company guidelines specified in the Employee Handbook, the safety policy manuals, quality procedures or any official Company documents.
• Other duties, as assigned.

ESSENTIAL QUALIFICATIONS AND REQUIREMENTS

• Education: Bachelor’s degree required.
• Experience : Minimum 5+ years supporting senior executives in mid-sized companies. Proven success managing complex calendars, confidential information, and executive priorities.
• Skills and Competencies: Exceptional written and verbal communication skills, including phone etiquette and ability to tailor messaging for diverse audiences.
• Administrative Project Management : Strong organizational and time-management skills; ability to multi-task and prioritize effectively. Light project management experience with stakeholder coordination.
• Technical Competencies : Advanced proficiency in Microsoft 365 and aptitude for learning new tools (e.g., NetSuite, collaboration platforms), ability to work in systems and make live document updates and take minutes with speed and efficiency.
• Behavioral Attributes: Servant-leader mindset with humility, professionalism, and cultural alignment. Ability to work independently and collaboratively; success measured by CEO’s and ELT’s effectiveness. Sense of humor and resilience under pressure. High emotional intelligence, adaptability, and proactive mindset with ability to anticipate needs and “look around corners.”
• Supervisory Responsibilities: No supervisory responsibilities.

PREFERRED QUALIFICATIONS AND REQUIREMENTS

• Experience: 7+ years supporting C-Suite, CEO, or Board Leadership in midsize to large companies. Ability to work with or without additional staff support for event planning and communication.
• Technical Experience: SharePoint, OneDrive, MS Forms expertise in building internal communication websites and managing event-based survey data and planning.

WORK AND TRAVEL REQUIREMENTS:

• Availability during core executive hours with flexibility for time-sensitive priorities. Physical ability to sit, stand, walk, and occasionally lift to 20 lbs.; vision sufficient for close work and focus adjustment.
• Full-time, primarily on-site position (Monday–Thursday, Hybrid Friday, 8:00 A.M.–5:00 P.M., one-hour unpaid lunch). Operates in an office and warehouse environment; routine use of standard office equipment; minimal travel required.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without prior notice.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.