Executive Administrative 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 Administrative Assistant to join its team located in Mesa, AZ

Job Summary We are seeking a highly organized, proactive, and discreet Executive Administrative Assistant to provide comprehensive support to our senior 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 executives to focus on strategic growth in the rapidly expanding climate solutions industry.

Key Responsibilities

• Manage and maintain executive calendars, 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 executives.
• Screen and prioritize incoming calls, emails, and requests; act as a gatekeeper to optimize executive time.
• Organize and coordinate executive meetings, board 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 C-level executives or senior leadership.
• Proven ability to manage multiple priorities in a dynamic, high-growth environment.
• Exceptional organizational skills with keen attention to detail and problem-solving abilities.
• Strong written and verbal communication skills; professional demeanor and emotional intelligence.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar management tools; experience with collaboration software (e.g., Teams, Zoom) a plus.
• High level of discretion and integrity when handling confidential information.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Flexibility to occasionally work outside standard hours for urgent matters or travel support.
• Experience in manufacturing, technology, or sustainability sectors is a plus.

Why choose XNRGY!

• Competitive salary with STIP (short term bonus incentive plan)
• Medical and dental insurance
• 401 K
• Employee Assistance Program
• A dynamic team, open to change to bring its color
• Modern state of the art facility with Industry 4.0 technology in Mesa, Arizona
• Being part of a green industry transformation
• Fast-growing dynamic environment where entrepreneurial spirit is recognized
• Inclusive and diversity-friendly environment
• Career advancement: XNRGY promotes internal promotion

At XNRGY Climate Systems, we are committed to fostering a diverse and inclusive workplace. We believe that a variety of backgrounds, experiences, and perspectives are essential to driving innovation and achieving success. We welcome individuals who share our passion for sustainability and who are eager to contribute to a more positive environmental future. Are you ready to join our driven team? Join a company that values courage, community, climate, customer and coherence. Be part of carving our footprint and joining a winning team!