Executive Assistant to the COO - Airlogix

Airlogix is a small, fast-growing business with 30 years in the HVAC/R industry serving the NYC, NJ, and PA areas. We pride ourselves on our commitment to employing local talent and giving back to the community.  We offer energy-efficient solutions for commercial HVAC/R systems. We are industry leaders delivering highly efficient, high-touch services by harnessing cutting-edge technology and data.

We are a majority women-owned business and family-owned.

We are seeking a talented and highly organized Executive Assistant to work directly with our COO. In this hybrid role, you will provide critical support in operational excellence, project management, cross-functional communications, and strategic initiatives. This is an exciting opportunity to be involved in high-impact projects that will drive the growth of Airlogix.

Location: Must live in Long Island within a 10-mile radius of 11743.

Must be flexible to work in a dynamic and hybrid work environment that includes corporate offices in Long Island, NY, and on job sites throughout NY as needed (approximately 20% travel).

What We Are Looking For:

We are seeking a proactive, resourceful, and technologically savvy individual who thrives in a dynamic environment. The ideal candidate will possess exceptional organizational and project management skills, the ability to build strong relationships with diverse teams, and a natural inclination for problem-solving. You should be detail-oriented, able to navigate ambiguity, and confident in making decisions to support company-wide initiatives. A successful candidate will be able to execute under pressure and thrive in multitasking and organization.

Key Responsibilities:

• Support COO with operational excellence, project management, and cross-functional communications.
• Manage critical projects such as process improvements, SOP creation, technology integration, and vendor/client onboarding.
• Ensure effective communication between internal teams and external stakeholders.
• Handle email, calendar management, travel logistics, and support marketing and sales initiatives.

Primary Duties & Responsibilities:

Cross-Functional Communications:

• Serve as a point of contact for vendors, clients, and employees.
• Maintain a contact database and track key CRM milestones (e.g., birthdays).
• Assist with meeting preparation, note-taking, and follow-up actions.

Operational Excellence & Process Improvement:

• Collaborate with the COO to streamline operations, design, and implement SOPs across departments.
• Ensure that operational processes are documented and accessible to Gabe and staff.

Technology & Systems Management:

• Assist the COO and team in utilizing iOS devices, AI tools, and technology platforms to optimize operations.
• Maintain internal systems (e.g. ServiceTrade) and ensure seamless integration with technology.

Project Management & Client Onboarding:

• Help prioritize projects, develop plans, and support onboarding of new clients.

Marketing & Sales Support:

• Conduct market research and assist in positioning Airlogix as an industry thought leader.
• Manage LinkedIn engagement, prospect meetings, and create content for podcasts, blogs, and media.

Administrative Support:

• Manage the COO’s inbox, schedule meetings, and handle travel logistics.
• Complete expense reports, process invoices, and coordinate office supplies.
• Provide occasional personal support as needed.

Skills and Background:

• Minimum 3 years of experience supporting senior executives or teams.
• Strong organizational, project management, and communication skills.
• Proficiency with technology platforms (e.g. Service Trade for building jobs in the system, scheduling, and following up on quotes, etc.) and project management software, Mac, iOS devices, and AI, such as Otter, ChatGPT, ClaudeAI, and others as needed
• Experience in construction management or HVAC industries is preferred but not required.
• Bachelor’s Degree preferred but not required.

Powered by JazzHR