Executive Assistant

Who are we?

XNRGY Climate Systems is a North American leader in sustainable design and advanced manufacturing of custom air treatment systems focused on research and energy development contributing to the reduction of carbon footprint. XNRGY is seeking a qualified Executive Assistant to join its team located in Mesa, AZ

Summary: We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive support to our Site Leadership team at our U.S. Headquarters in Mesa, AZ. The ideal candidate will thrive in a fast-paced, innovative environment, managing complex schedules, coordinating travel, and handling confidential information with the utmost professionalism. This role is essential to ensuring smooth operations and allowing leadership to focus on strategic growth in the rapidly expanding climate solutions industry.

Key Responsibilities

• Manage and maintain site leader’s calendar, including scheduling meetings, appointments, and conference calls across multiple time zones.

• Coordinate domestic and international travel arrangements, including flights, accommodations, transportation, and detailed itineraries.

• Prepare and edit correspondence, reports, presentations, and other documents on behalf of site leadership.

• Screen and prioritize incoming calls, emails, and requests; act as a gatekeeper to optimize site leader’s time.

• Organize and coordinate site leader’s meetings, meeting preparations, and company events, including agenda preparation, minute-taking, and follow-up on action items.

• Handle expense reports, budget tracking, and invoice processing in compliance with company policies.

• Maintain confidential files and records, ensuring secure handling of sensitive information.

• Liaise with internal teams, external stakeholders, vendors, and partners to facilitate communication and project coordination.

• Assist with special projects, research, and administrative tasks as needed to support company initiatives.

• Oversee general office support functions, such as supply management and visitor coordination, as required.

Qualifications and Requirements

• Bachelor’s degree in business administration, communications, or a related field preferred; equivalent experience accepted.

• 5+ years of experience as an Executive Assistant or Administrative Assistant supporting senior leadership.