Executive Assistant
9 days ago
Middletown
Job Description Thermal Works LLC has an exciting opportunity for a Executive Assistant to join our team, working directly with Chief Operating Officer and focusing in the day-to-day administration of a rapidly growing operations function. The Executive Assistant serves as the COO's primary administrative partner, managing inbox triage, calendar, travel, correspondence, meeting preparation, and the steady flow of follow-up commitments that arise from working closely with directors, executive leadership, and external partners across multiple continents. This role exists because the COO's effectiveness depends on having a trusted partner who can absorb administrative throughput, maintain situational awareness across active threads, and ensure that nothing of consequence falls through the cracks. The Executive Assistant is the person the COO relies on to know what was promised, to whom, by when — and to make sure it happens. Thermal Works values efficiency and strives to maintain smooth operations. Our primary focus is on providing an integrated cooling system for data centers and commercial buildings that dramatically reduces the energy demand, water consumption and cost of cooling. It transforms the economics and eco-metrics of commercial cooling with zero water solutions that outperform air- and water-cooled systems in any climate. Thermal Works solutions are sustainable and cutting-edge. For that reason, we are highly selective about the people we bring on board because our work depends on it. Change and progress happen quickly, and we must be able to trust one another to be honest, communicative, reliable, and self-motivated. We seek ultra-creatives and superstar performers with a sense of humility and a hunger to make a positive impact in the world. We offer flexibility and endless growth opportunities to those who can harness their skills and talents and identify how and where to use them to add value. Thermal Works is one of several "inspired infrastructure" companies that work collaboratively under our parent company, Endeavour Energy, LLC. At the heart of this ecosystem is a diverse group of bright, passionate, dedicated people, working together to make a real difference for people and the planet. Thermal Works is looking for someone to join our team to help us move the needle towards sustainable change. Are you ready to join the journey? Key ResponsibilitiesInclude but are not limited to:Inbox and Correspondence Management • Triage the COO's inbox daily, distinguishing items requiring the COO's direct attention from items that can be handled, delegated, deferred, or filed; maintain a clear and current view of outstanding correspondence., • Draft first-pass responses to routine correspondence in the COO's voice, including acknowledgments, scheduling responses, internal coordination notes, and follow-up requests; route drafts for the COO's review and approval where appropriate., • Track commitments made by the COO and by counterparts in correspondence; ensure that promised actions and follow-ups are tracked to completion., • Maintain orderly filing of significant correspondence, contracts, and reference documents using the organizational tools the COO and operations team use day to day.Calendar and Meeting Management, • Own the COO's calendar end to end, including scheduling, rescheduling, conflict resolution, and time-blocking for focused work; maintain awareness of priorities so that scheduling decisions reflect what matters most rather than first-come-first-served., • Coordinate meetings across multiple time zones, including with counterparts in Europe and Asia, balancing the COO's schedule against the practical realities of international coordination., • Prepare the COO for meetings with relevant context — prior thread history, attendee background, agenda items, open questions, and any commitments or follow-ups outstanding from prior interactions., • Capture meeting notes and action items where the COO is unable to do so, or where a written record will serve subsequent follow-through; circulate to relevant parties as appropriate.Follow-Up and Commitment Tracking, • Maintain a comprehensive view of items the COO owes to directors, executive leadership, customers, partners, and external counterparts; surface commitments that are at risk of slipping before they become problems., • Track items the COO is waiting on from others; follow up at appropriate intervals so the COO does not have to remember who owes what., • Coordinate with the operations team — including directors and operational support staff — on shared tracking artifacts and recurring reporting cadences., • Identify patterns in commitment slippage and proactively suggest process adjustments that reduce administrative friction over time.Travel and Logistics, • Coordinate the COO's travel end to end, including flights, accommodations, ground transportation, and the practical logistics of multi-day, multi-location trips spanning customer sites, manufacturing partner facilities, and ThermalWorks locations., • Travel with the COO when on-site presence is warranted, including domestic and occasional international trips; provide on-site administrative support at customer meetings, supplier visits, industry events, and leadership offsites as required., • Manage expense reporting, receipt tracking, and reimbursement workflows in accordance with company policy., • Coordinate logistics for visitors hosted by the COO, including dignitaries, customers, partners, and prospective hires.Project and Information Support, • Support the COO on recurring deliverables, including reports to executive leadership, presentations, summary documents, and structured communications to the operations team., • Conduct light research and information-gathering on the COO's behalf — pulling together background on counterparts, products, suppliers, or industry context as preparation for meetings or decisions., • Maintain and update organizational artifacts that depend on regular curation, including org charts, contact lists, distribution groups, and similar reference documents., • Coordinate with other Executive Assistants and administrative staff within ThermalWorks and at parent and partner organizations as required.Discretion and Judgment, • Handle confidential and sensitive information — including personnel matters, commercial terms, customer relationships, internal organizational decisions, and parent-company communications — with absolute discretion., • Exercise judgment about what information to share, with whom, and when; recognize that the value of an executive assistant comes substantially from knowing what does not need to be said as much as from knowing what does., • Maintain professional composure and confidentiality during organizational changes, sensitive negotiations, personnel transitions, and high-pressure situations.Skills & RequirementsEducation / Experience, • Five to ten years of progressive experience as an executive assistant, executive secretary, or chief of staff support role, with at least three years supporting a C-suite or equivalent senior executive., • Demonstrated experience supporting an executive who is hands-on and detail-oriented; comfort working for a principal who has high standards and direct opinions about how work is done., • Demonstrated experience managing inbox triage, complex multi-time-zone calendars, and travel coordination at the executive level., • Demonstrated experience tracking commitments and follow-ups across multiple concurrent threads, with a working method for ensuring nothing of consequence is dropped., • Demonstrated experience drafting professional correspondence on behalf of a senior executive, including the ability to match the executive's voice in tone, level of detail, and degree of formality.Technical Skills, • Advanced proficiency in Microsoft Outlook, including inbox rules, calendar management across time zones, distribution lists, and shared mailboxes., • Advanced proficiency in Microsoft Word and PowerPoint for document preparation, formatting, and presentation development., • Strong working knowledge of Microsoft Excel, including pivot tables and the construction of tracking and reporting workbooks., • Working knowledge of collaboration platforms used in modern operations work, including SharePoint, OneDrive, Microsoft Teams, and equivalent tools., • Working knowledge of expense management and travel booking platforms used at the corporate level.Professional Skills, • Exceptional written communication skills, with the ability to produce polished correspondence in a variety of registers — from brief internal coordination notes to formal communications with customers, partners, and executive counterparts., • Strong verbal communication skills, including the ability to handle phone calls and in-person interactions with executive, customer, supplier, and partner counterparts at the level of professionalism the role requires., • Exceptional organizational discipline; comfort working with structured information at scale and maintaining systems that survive contact with operational reality., • Anticipation and proactivity — the ability to recognize what the executive will need before being asked, and to prepare for it without requiring instruction., • Ability to operate with substantial autonomy in a remote environment, maintain steady communication with the COO and the broader team, and exercise judgment in the absence of explicit instruction., • Ability to receive feedback from a principal who knows the work well, internalize it, and grow into the role over time; comfort with the reality that the first months of any new executive assistant relationship require active calibration., • Calm professional presence in moments of pressure, urgency, or organizational sensitivity., • Discretion as a core professional value. The right candidate understands that an executive assistant's reputation rests substantially on what they choose not to share.Specific Skills / Abilities, • Prior experience supporting an executive in a manufacturing, technology, industrial, or similarly operations-heavy business., • Prior experience supporting an executive whose organization has operations across multiple countries or continents, including the practical realities of international coordination., • Prior experience in environments where the executive has a finance, accounting, or operations background and operates with high attention to detail and structured information., • Experience supporting an executive through a period of rapid scale-up, organizational restructuring, or significant strategic change., • Formal training in executive support, business administration, professional secretarial credentials, or equivalent foundational education in the craft.Great Place to WorkEnjoy… A fast-paced, entrepreneurial culture focused on innovation. A flexible, autonomous work environment. A culture of respect, learning, and excellence. Experienced, highly talented experts as team peers. Growth and travel opportunities. A team of change-makers having a significant impact on people and the planet. About Our Parent Company, Endeavour Energy Endeavour is the main hub—a self-sustaining incubation platform for innovation—within a larger ecosystem focused on sustainable infrastructure. It provides the space, time, and all necessary resources to take advanced technologies from ideation through development to launch. Every day we are helping innovators to develop and launch global solutions to tackle global challenges, which is no easy task. Our teams work extremely hard because we all believe in Endeavour's mission: to guarantee clean water and renewable energy to everyone, everywhere. We are working hard to decentralize infrastructure and deploy innovative energy, water, and waste treatment solutions that are more sustainable and more profitable than those currently in existence. Our team of passionate change-makers want to leave the world better than the way we found it. Endeavour prides itself on hiring talented, highly motivated people because that's what our mission requires. There is a strong sense of camaraderie between good-natured people who bring their A-game to work, every day, to make a difference. To work at Endeavour is to know that you are part of something special—something bigger than yourself. Today, we're deploying solutions that are immediately scalable and profitable, including EV charging, data center cooling, and waste to fuel systems. As we look to the future, Endeavour intends to remain at the forefront of innovation, taking on grander challenges based on the needs of our clients and of local economies. We hope that our Sustainable Habitat for Innovation towards a Purpose (SHIP) will be a model that inspires people and businesses to #jointhejourney so that together we can combine the best of what technology and the natural world can offer to ensure a regenerative/sustainable world for generations to come. Position: Executive Assistant Full-Time or Part-Time: Full-Time Reports to: COO Location: Remote (United States) with travel up to 20% Contact: recruiting@endeavourii.com
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