Executive Assistant

XNRGY Climate Systems • Mesa, AZ

17d • Onsite

About The Position

XNRGY Climate Systems is seeking a highly organized, proactive, and discreet Executive Assistant to support the Site Leadership team at its U.S. Headquarters in Mesa, Arizona. The role supports leadership in a fast-paced, innovative environment by managing complex schedules, coordinating travel, handling confidential information, and helping ensure smooth operations as the company grows in the climate solutions industry.

The Executive Assistant will also coordinate meetings and events, prepare documents, handle expense and administrative processes, liaise with internal and external contacts, assist with special projects, and oversee general office support functions as needed.

Requirements

• At least 5 years of experience as an Executive Assistant or Administrative Assistant supporting senior leadership.
• Proven ability to manage multiple priorities in a dynamic, high-growth environment.
• Exceptional organizational skills, attention to detail, and problem-solving abilities.
• Strong written and verbal communication skills, a professional demeanor, and emotional intelligence.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and calendar management tools.
• High level of discretion and integrity when handling confidential information.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Flexibility to occasionally work outside standard hours for urgent matters or travel support.

Nice To Haves

• Bachelor’s degree in business administration, communications, or a related field; equivalent experience accepted.
• Experience with collaboration software such as Teams or Zoom.
• Experience in manufacturing, technology, or sustainability sectors.

Responsibilities

• Manage and maintain the site leader’s calendar, including scheduling meetings, appointments, and conference calls across multiple time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Prepare and edit correspondence, reports, presentations, and other documents on behalf of site leadership.
• Screen and prioritize incoming calls, emails, and requests, acting as a gatekeeper to optimize the site leader’s time.
• Organize and coordinate meetings and company events, including agenda preparation, minute-taking, and follow-up on action items.
• Handle expense reports, budget tracking, and invoice processing in compliance with company policies.
• Maintain confidential files and records, ensuring secure handling of sensitive information.
• Liaise with internal teams, external stakeholders, vendors, and partners to facilitate communication and project coordination.
• Assist with special projects, research, and administrative tasks as needed to support company initiatives.
• Oversee general office support functions, such as supply management and visitor coordination, as required.

Benefits

• Competitive salary with short-term bonus incentive plan (STIP).
• Medical and dental insurance.
• 401(k).
• Employee Assistance Program.
• Dynamic team and fast-growing environment where entrepreneurial spirit is recognized.
• Modern, state-of-the-art facility with Industry 4.0 technology in Mesa, Arizona.
• Inclusive and diversity-friendly environment.
• Career advancement opportunities, including internal promotion.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior