Executive Assistant to the COO

$60,000 - $80,000/Yr

Airlogix - Huntington, NY

Full-time - Mid Level

Hybrid - Huntington, NY

11-50 employees

Specialty Trade Contractors

About the position

The Executive Assistant to the COO at Airlogix plays a crucial role in supporting the operational excellence and strategic initiatives of the company. This hybrid position involves managing critical projects, facilitating cross-functional communications, and ensuring effective collaboration between internal teams and external stakeholders. The ideal candidate will thrive in a dynamic environment, demonstrating exceptional organizational and project management skills while contributing to high-impact projects that drive the growth of Airlogix.

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.
• 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.
• Collaborate with the COO to streamline operations, design, and implement SOPs across departments.
• Ensure that operational processes are documented and accessible to staff.
• 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.
• Help prioritize projects, develop plans, and support onboarding of new clients.
• 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.
• 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.

Requirements

• 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.

Nice-to-haves

• Experience in construction management or HVAC industries is preferred but not required.
• Bachelor's Degree preferred but not required.

Benefits

• Hybrid work environment
• Competitive salary range of $60,000 - $80,000 per year
• Opportunity to work in a fast-growing business
• Involvement in high-impact projects
• Supportive company culture that values local talent and community engagement