Executive Assistant

Fidelity Building Service Group (FBSG) one of the nation's leading providers of HVAC/Mechanical Services, Building Automation, and Energy Solutions is hiring for an Executive Assistant to join our team in Hunt Valley, MD. 

The Executive  Assistant  provides essential support to the integration team by managing administrative tasks, ensuring smooth operations, and facilitating effective communication among stakeholders. This role is crucial in supporting projects related to system integrations, mergers, acquisitions, or other organizational transitions.

What you will do:

• Schedule and coordinate meetings, appointments, and conferences for the integration team.

• Prepare meeting agendas, take detailed minutes, and distribute them promptly.

• Maintain and organize electronic and physical files related to integration projects.

• Assist in tracking project timelines, deliverables, and deadlines.

• Maintain project documentation and provide status updates as required.

• Support cross-departmental collaboration by facilitating communication among teams.

• Collect, compile, and analyze data for integration-related reports.

• Ensure accurate data entry and maintenance within relevant systems or databases.

• Prepare presentations, charts, and other materials for team meetings and stakeholder updates.

• Act as the point of contact for internal and external inquiries related to integration activities.

• Evaluate the risks associated with integration and mitigate them to the most reasonable extent possible.

• Escalate issues requiring senior-level input so they are resolved quickly and effectively.

• Serve as strategic partner to business leaders, cross functional leads, and acquired team – managing program execution and mitigating cross functional risks/issues – proactively identify and drive resolution of critical challenges by leveraging strong business acumen and integration expertise.

• Draft and distribute correspondence, announcements, or updates as directed.

• Manage team travel arrangements and expense reporting.

• Order and maintain office supplies for the team.

• Handle other administrative tasks as assigned to support the success of the integration process.

What you will bring to the table:

• Associates degree is preferred not required.

• 3 years of experience in an administrative role.

• Experience with Monday.com, DayForce, Sales Manager Service Trade, or GP Wennsoft is preferred.

• Experience working in the construction industry is preferred. 

• Influencing and Collaboration: Able to establish and build close working relationships. Collaborative, team-oriented planner and decision-maker. Ability to motivate and drive focus toward program goals, with both structure and flexibility.

• M&A Experience: Ample understanding of the acquisition life cycle, integration planning, and familiarity with integration methodologies.

• Communication: Excellent communication and interpersonal skills, with the ability to effectively manage and facilitate virtual teams as necessary. Ability to develop audience appropriate messages. 

• Business Leadership: Strong, team-oriented leadership skills. Self-starter, independent. Solid business acumen. Working knowledge of major corporate functions.

• Critical Thinking: Strong critical thinking and problem-solving skills. Demonstrated ability to think strategically and tactically, pay strong attention to detail, and work with a moderate degree of ambiguity.

• Project and Program Management: Experience in planning, design, and implementation of cross functional projects. Effective in influencing and making high quality decisions and taking decisive action. Ability to work well under deadlines and manage multiple projects simultaneously. Strong meeting management skills.

Benefits:

• Medical, dental, vision, life, and disability insurance

• Flexible spending plan

• 401(k) and company match program

• Paid Time Off (PTO) and paid company holidays

• Company cell phone, and laptop

Salary : $65,000 - $75,000