Executive Assistant & Office Manager

Mechanical Resource Group•Nashville, TN

About The Position

Mechanical Resource Group, an HVAC, hydronics, sales, and service organization, is seeking a Executive Assistant/Office Manager. The Executive Assistant & Office Manager is a key operational partner for company leadership, supporting the President and the executive team while ensuring the office runs efficiently, professionally, and smoothly. This role requires a high level of organization, discretion, and ownership, balancing executive support with day-to-day office operations. This position is ideal for someone who thrives in a structured environment, takes pride in keeping leadership and operations running effectively, and values confidentiality and operational excellence. MRG Core Values Industry leader committed to excellence Servant heart Committed to personal & professional growth Strategic selling team

Requirements

3+ years of experience as an Executive Assistant supporting senior leadership, ideally across multiple executives
Previous experience managing office operations or administrative teams is strongly preferred
Strong organizational, time management, and problem-solving skills
Excellent written and verbal communication skills
Proficiency in Microsoft Office, Google Workspace, or similar tools
High level of professionalism, discretion, and confidentiality
Maintain strict confidentiality at all times
Prioritize executive support while managing office operations efficiently
Identify opportunities to improve processes and implement solutions
Contribute to a positive, organized, and efficient workplace culture

Responsibilities

Provide comprehensive support to the President and executive leadership team
Manage complex executive calendars, prioritize meetings, and minimize scheduling conflicts
Coordinate leadership meetings: prepare agendas, briefing materials, and track follow-up action items
Capture meeting notes, track decisions, and ensure accountability across departments
Draft, proofread, and manage internal communications on behalf of executives
Assist in preparing reports, presentations, and key documentation for executive review
Anticipate executive needs and proactively resolve operational or scheduling issues
Maintain strict confidentiality of sensitive business and personnel information
Own the overall operations and functionality of the office, including ordering supplies, vendor relationships (cleaning, building management, printers, pest control), and general upkeep
Maintain organized systems for office documentation, files, and executive materials
Oversee incoming and outgoing mail, packages, and deliveries
Track office-related expenses and support budget oversight for operational costs
Develop and maintain office procedures and process improvements to increase efficiency
Ensure the office environment is professional, organized, and welcoming for employees and visitors
Set up all internal meetings
Own the schedule for Monday Meetings
Serve as the primary point of contact for calls, visitors, and general inquiries
Standardize and improve front office procedures to ensure a professional experience
Support a positive employee experience by providing consistent, courteous interactions