Executive Assistant

HVAC RNTL•Irving, TX

About The Position

HVAC RNTL is seeking a highly organized, resourceful, and discreet Executive Assistant to provide comprehensive administrative and strategic support to the President, while also supporting the VP of Sales and the VP of Operations. The role is a central point of coordination across the executive team, helping ensure smooth day-to-day operations, effective communication, and efficient execution of priorities. The ideal candidate anticipates needs, thrives in a fast-paced environment, and manages competing priorities across three executives. The position includes executive calendar and travel management; preparing correspondence, presentations, reports, and meeting materials; drafting and distributing communications; coordinating meetings and follow-up; and handling confidential information. It also provides scheduling, reporting, event, CRM, contract-documentation, operations, procurement, and administrative support to the Sales and Operations leaders, along with general executive-office and administrative duties. The role works in an office environment and may occasionally involve field work. The employee regularly uses a computer keyboard and telephone, and regularly lifts and/or moves up to 25 pounds. Other duties may be assigned to meet the organization's ongoing needs.

Requirements

Bachelor's degree preferred, or equivalent combination of education and experience.
Minimum 3–5 years of experience as an Executive Assistant, ideally supporting multiple senior executives.
Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and comfort learning CRM/ERP systems.
Familiarity with AI tools, such as generative writing assistants and scheduling or automation tools, and ability to use them to shape, draft, and send effective organizational communications.
Exceptional written and verbal communication skills.
Strong organizational skills and ability to manage multiple priorities and deadlines across departments.
High degree of professionalism, discretion, and sound judgment when handling confidential matters.
Ability to work independently, take initiative, and anticipate executive needs.
Comfort working in a fast-paced, entrepreneurial environment with shifting priorities.
Ability to read and comprehend simple instructions, short correspondence, and memos; write correspondence; and effectively present information in one-on-one and small-group settings.
Ability to perform basic arithmetic, compute rates, ratios, and percentages, and draw and interpret graphs.
Ability to apply common-sense understanding to written, oral, or diagrammed instructions and solve problems involving several concrete variables in standardized situations.
Mental stamina for problem-solving and prioritizing multiple tasks.
Regular use of hands to operate a computer keyboard and telephone, and reaching with hands and arms; frequent standing, walking, and sitting; occasional climbing or balancing and stooping, kneeling, crouching, or crawling; regular lifting and/or moving of up to 25 pounds.
Vision abilities including close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

Experience in HVAC, equipment rental, construction, or industrial services industries.
Background in communications or corporate messaging.
History of shaping communications distributed to all employees.

Responsibilities

Manage the President's calendar, scheduling meetings, appointments, and travel while accounting for shifting priorities.
Coordinate domestic and, when needed, international travel, including itineraries, accommodations, and expense reporting.
Prepare, proofread, and format correspondence, presentations, reports, and board materials on the President's behalf.
Draft, shape, and distribute company-wide communications on behalf of the President, aligning tone and content with organizational priorities.
Serve as gatekeeper and liaison between the President and internal staff, customers, vendors, and external partners.
Organize materials for executive, board, and leadership meetings; record and distribute minutes and action items.
Handle sensitive and confidential information with discretion and professional judgment.
Track deliverables and follow up on outstanding action items to ensure timely completion.
Schedule client meetings, sales calls, and territory or regional travel for the VP of Sales.
Prepare and maintain sales reports, presentations, and proposal materials.
Coordinate logistics for sales meetings, trade shows, and customer events.
Help track CRM data entry, follow-ups, and pipeline reporting as needed.
Support communication between the sales team and operations, finance, and marketing.
Liaise between leadership and Legal on standard contracts, forms, and agreements, ensuring items are documented and tracked in the CRM.
Schedule operational reviews, site visits, and equipment logistics meetings for the VP of Operations.
Help compile and organize operational reports, KPIs, and fleet/rental utilization data.
Coordinate vendor, subcontractor, and internal team meetings related to operations.
Support procurement and administrative documentation related to equipment rentals and maintenance schedules.
Assist with special projects related to process improvement and operational efficiency.
Serve as backup point of contact for the executive office in the absence of any of the three executives.
Maintain organized digital and physical filing systems for contracts, reports, and correspondence.
Process expense reports and assist with basic budget tracking for the executive team.
Order office supplies and coordinate with building management and vendors as needed.
Assist with planning company events, meetings, and employee recognition activities.