Executive Assistant & Office Manager

Mechanical Resource Group, an HVAC, hydronics, sales, and service organization, is seeking a Executive Assistant/Office Manager. The Executive Assistant & Office Manager is a key operational partner for company leadership, supporting the President and the executive team while ensuring the office runs efficiently, professionally, and smoothly. This role requires a high level of organization, discretion, and ownership, balancing executive support with day-to-day office operations.

This position is ideal for someone who thrives in a structured environment, takes pride in keeping leadership and operations running effectively, and values confidentiality and operational excellence.

MRG Core Values

• Industry leader committed to excellence

• Servant heart

• Committed to personal & professional growth

• Strategic selling team

Responsibilities

Executive Support (Primary Responsibility)

• Provide comprehensive support to the President and executive leadership team

• Manage complex executive calendars, prioritize meetings, and minimize scheduling conflicts

• Coordinate leadership meetings: prepare agendas, briefing materials, and track follow-up action items

• Capture meeting notes, track decisions, and ensure accountability across departments

• Draft, proofread, and manage internal communications on behalf of executives

• Assist in preparing reports, presentations, and key documentation for executive review

• Anticipate executive needs and proactively resolve operational or scheduling issues

• Maintain strict confidentiality of sensitive business and personnel information

Office Operations & Management

• Own the overall operations and functionality of the office, including ordering supplies, vendor relationships (cleaning, building management, printers, pest control), and general upkeep

• Maintain organized systems for office documentation, files, and executive materials

• Oversee incoming and outgoing mail, packages, and deliveries

• Track office-related expenses and support budget oversight for operational costs

• Develop and maintain office procedures and process improvements to increase efficiency

• Ensure the office environment is professional, organized, and welcoming for employees and visitors

• Set up all internal meetings

• Own the schedule for Monday Meetings

Front Office & Communication

• Serve as the primary point of contact for calls, visitors, and general inquiries

• Standardize and improve front office procedures to ensure a professional experience

• Support a positive employee experience by providing consistent, courteous interactions

Qualifications

• 3+ years of experience as an Executive Assistant supporting senior leadership, ideally across multiple executives

• Previous experience managing office operations or administrative teams is strongly preferred

• Strong organizational, time management, and problem-solving skills

• Excellent written and verbal communication skills

• Proficiency in Microsoft Office, Google Workspace, or similar tools

• High level of professionalism, discretion, and confidentiality

Position Expectations

• Maintain strict confidentiality at all times

• Prioritize executive support while managing office operations efficiently

• Identify opportunities to improve processes and implement solutions

• Contribute to a positive, organized, and efficient workplace culture

Benefits Package Includes:

• Medical

• Dental

• Vision

• Paid Life/AD&D Insurance

• Paid Long-Term Disability

• Voluntary Life Insurance

• Voluntary Short Term Disability

• 401K/401k Match

• Health Savings Account

• Flexible Spending account

• Paid Vacation

• Paid Sick Days

• Paid Volunteering Time Off