Executive Assistant

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🔥 16 minutes ago

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Thermal Scientific Works

WebsiteLinkedInAll Job Openings

11 - 50 employees

🔬 Science

🔧 Hardware

🤝 B2B

Science • Hardware • B2B

Thermal Scientific Works is a supplier of thermal and scientific equipment, appearing to offer laboratory and industrial temperature-control products such as temperature controllers, sensors, furnaces/ovens and related control and automation components. The company lists products on B2B marketplaces (e. g. , IndiaMART) and serves industrial, laboratory and research customers seeking thermal processing and measurement solutions.

📋 Description

• 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. • 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. • 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. • 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.

🎯 Requirements

• 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. • 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.

🏖️ Benefits

• Flexibility and endless growth opportunities • Fast-paced, entrepreneurial culture focused on innovation • A flexible, autonomous work environment • A culture of respect, learning, and excellence • Growth and travel opportunities • A team of change-makers having a significant impact on people and the planet.