Zonatherm Products, Inc. · 5 hours ago
Executive Assistant
Buffalo Grove, IL
Full-time
Hybrid
Mid, Senior Level
$100K/yr - $115K/yr
5+ years expZonatherm Products, Inc. is a company with over 50 years of experience in providing power and cooling systems solutions. The Executive Assistant will support the CEO and Executive Leadership Team by managing office operations, communications, and project coordination to enhance organizational effectiveness.
ConstructionFacilities Support ServicesIndustrialManufacturing
Responsibilities
Design and defend a priority-first calendar for the CEO complete with strategic blocks, customer meetings, talent reviews, deep work, and recovery time, with the ability to continuously rebalance as schedules and priorities shift, demonstrating the discernment and ability to filter incoming requests based on current business needs
Prepare the CEO and ELT for all meetings with clear agendas, historical context of decision status, and action items for follow through. This includes building and running all meeting cadences for CEO and ELT, driving meeting quality through agenda design, decision capture, and action item accountability
Draft and refine high impact CEO communications, ensuring consistent tone, clarity, and executive brand, preparing talking points and briefing materials for internal and external audiences
Coordinate logistics and materials for Board meetings, All Hands, and leadership sessions
Track ongoing CEO deliverables and cross functional projects, ensuring clarity of ownership, time availability risks, delays, and next steps. Ability to understand overarching timelines, and assist in driving alignment, follow through, and escalation when needed
Produce one pagers, decision memos, and short decks outlining options, risks, and recommendations, distilling complex information into concise, actionable insights, and understanding the nuance of time critical items and high priority information
Plan and manage end to end travel with contingencies and be proactive with helpful reminders and important information
Lead logistical coordination for executive offsites and meetings, customer summits, and companywide events
Handle sensitive information with discretion and integrity
Operate with a high level of trust and maintain a professional demeanor understanding discretion when necessary, and the responsibility of accessing certain proprietary information
Anticipate time management and collaboration risks to project and initiate execution, exercise sound judgment, and proactively recommend solutions
Implement and maintain systems for tracking tasks, decisions, and meeting notes
Proactively streamline processes to reduce administrative load and eliminate inefficiencies
Comprehends and adheres to all safety, quality, and Company guidelines specified in the Employee Handbook, the safety policy manuals, quality procedures or any official Company documents
Other duties, as assigned
Qualification
Required
Education: Bachelor's degree required
Experience: Minimum 5+ years supporting senior executives in mid-sized companies. Proven success managing complex calendars, confidential information, and executive priorities
Skills and Competencies: Exceptional written and verbal communication skills, including phone etiquette and ability to tailor messaging for diverse audiences
Administrative Project Management: Strong organizational and time-management skills; ability to multi-task and prioritize effectively. Light project management experience with stakeholder coordination
Technical Competencies: Advanced proficiency in Microsoft 365 and aptitude for learning new tools (e.g., NetSuite, collaboration platforms), ability to work in systems and make live document updates and take minutes with speed and efficiency
Behavioral Attributes: Servant-leader mindset with humility, professionalism, and cultural alignment. Ability to work independently and collaboratively; success measured by CEO's and ELT's effectiveness. Sense of humor and resilience under pressure. High emotional intelligence, adaptability, and proactive mindset with ability to anticipate needs and 'look around corners.'
Supervisory Responsibilities: No supervisory responsibilities
Preferred
Experience: 7+ years supporting C-Suite, CEO, or Board Leadership in midsize to large companies. Ability to work with or without additional staff support for event planning and communication
Technical Experience: SharePoint, OneDrive, MS Forms expertise in building internal communication websites and managing event-based survey data and planning
Benefits
One-hour unpaid lunch
Company
Zonatherm Products, Inc.
Zonatherm Products delivers expert solutions in power and cooling systems designed for essential and mission-critical environments.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Courtney Curtis
Chief Financial Officer
Stephanie Scott
Chief Operating Officer
Company data provided by crunchbase