Mechanical Service Corporation is Hiring an Executive Assistant to HVAC Company President Near Whippany, NJ
Are you ready to be a changemaker? Mechanical Service Corporation, located in Whippany, NJ, invites you to explore a unique opportunity with a company that has stood the test of time and is now embracing an exciting phase of innovation and expansion. For over 45 years, MSC has been a commercial/industrial HVAC service industry leader with a team of expert technicians and mechanical engineers. We are fortunate to be on a robust growth trajectory with a dynamic leadership team committed to our company's future success while staying true to our core values. We are seeking a dynamic Executive Assistant to offer comprehensive support to our company's president. This role is designed for a highly motivated, excellent communicator who is proficient with all Microsoft products. It also requires a deep understanding of executive-level decision-making in complex situations. If you are passionate about making a tangible difference-not just within our company but also for our clients-and are eager to grow in a position that promises to evolve with you, then you could be the changemaker we need! Job responsibilities include:
Provide direct support to the president in day-to-day operations and serve as the primary point of contact
Manage phone and email communications
Calendar management of internal and external meetings and jobsite visits
Accurately maintain and update forms, files, records, and reports
Communicate directives to staff and oversee follow-up
Prepare and coordinate shop meetings and training sessions, including agendas, PowerPoint slides, handout materials, and A/V equipment setup
Record, transcribe, and distribute meeting minutes and follow up on meeting communications
Coordinate and oversee special projects and time-sensitive initiatives
Manage vehicle fleet records, office supplies, and general administrative tasks
Skills and Qualifications:
Minimum 5 years of proven experience supporting C-level executives
Experience in HVAC, MEP, AEC, or construction industry a strong plus
Bachelor's degree in business administration or a related field preferred
High proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams) a must
Strong organizational and time management skills, with the ability to multitask effectively in a fast-paced environment
Excellent written and verbal communication skills
Discretion in handling confidential information and sensitive matters
Flexibility and adaptability to accommodate changing priorities and schedules
Ability to anticipate needs and proactively address issues before they arise
Compatibility with MSC's core values and One Team mindset