Executive Assistant

Submit payroll data on behalf of staff each cycle (manual process until automated) Serve as the point of contact between the team and payroll provider, ensuring timely and accurate submission Request certificates of insurance (COIs) from the broker for projects, vendors, and contracts as needed Track COI requests through to completion and maintain records for project files Collect client information (W-9), and set up them up in our business systems Support billing and invoicing workflows; assist with accounts receivable follow-up as needed Book employee travel per existing SOP (refundable fares, corporate travel accounts) Coordinate scheduling and logistics for field engineers and leadership travel Provide direct administrative support to the Vice President and Operations Director, including calendar management, correspondence, and task follow-up Assist with document preparation and light project coordination as needed Serve as a central administrative point of contact across business units Handle administrative projects as priorities shift across business lines Qualifications 2+ years of administrative or coordinator experience; exposure to payroll submission, insurance/COI requests, or customer onboarding processes a plus (not required to have owned these functions) Comfortable handling confidential financial and personnel data with discretion Strong follow-through - this role is a conduit between the team and outside parties (payroll provider, insurance broker, customers), so nothing can fall through the cracks Strong organizational skills and ability to manage competing priorities across multiple business units Knowledge of HVAC/Construction background is preferred Experience with Dynamic365, CRM systems, or similar business platforms a plus Proficiency with Microsoft Office / Microsoft 365 Excellent written and verbal communication skills Ability to work on-site in New York, NY Estimated Salary: $73,000 - $88,000 annually with flexibility based on experience and skills.

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