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Executive Assistant

Executive Assistant

NortekOklahoma City, OK, US
30+ days ago
Job type
  • Full-time
Job description

Executive Assistant To The CEO

Cooling the Cloud. Protecting the Planet

Nordek Data Center Cooling is a part of Madison Air, one of the world's leading privately held companies. Madison Air combines the nimble responsiveness of a startup with the sophistication and scale of an $11B enterprise. Madison Air is a leader in indoor air quality with a portfolio of 20+ companies and manufacturing brands that help customers move air to powerful new places.

Nordek Data Center Cooling is a leading provider of cooling solutions for data centers, a rapidly expanding market driven by the rise of AI. We serve some of the largest and most innovative companies in the world delivering superior results, reduced operational costs and sustainable solutions that meet the growing demands of AI, IoT, Edge Computing and more.

Nordek Data Center Cooling is an equal employment opportunity and affirmative action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, sexual orientation, gender identity, status as a qualified individual with a disability or any other characteristic protected by law.

Nordek Air Management and its divisions offer a comprehensive compensation and benefits package. Our benefits package includes Health, Dental, Vision, Life, STD, LTD, FSA, HAS and 401(k) Plan with company contributions.

Key Attributes of Position

  • Commitment to Safety : Demonstrates accountability for personal and team safety, supporting our core safety values.
  • Organizational Skills : Proficient in organizing, streamlining, and communicating to enhance meetings and event planning
  • Integrity and Respect : Works transparently, earning recognition for treating others with respect.
  • Accountability : Takes responsibility for creating and executing solutions that deliver desired results.
  • Collaboration and Leadership : Exhibits collaborative spirit and leadership in a teamwork-focused environment.
  • Legacy Building : Thrives in a "legacy now" culture, making the right choices for the company today to build a stronger organization, even when it's difficult.

Job Summary

The Executive Assistant to the CEO will act as the right hand to the CEO, providing high-level administrative support and managing a wide range of tasks to ensure the CEO's time is effectively utilized. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion.

Work from office located in Oklahoma City, OK during core business hours (8 am 5 pm CT), and as CEO schedule necessitates, from Monday to Friday. Work location is in office regardless of CEO travel.

Core Responsibilities

  • Calendar Management : Coordinate and manage the CEO's schedule, including meetings, appointments, and travel arrangements.
  • Calendar, and needed materials, prepared by 8 am each day.
  • Communication : Serve as the primary point of contact between the CEO and internal / external stakeholders. Handle correspondence, emails, and phone calls on behalf of the CEO.
  • Proactively, manage external meetings to ensure CEO is meeting with 4-6 external constituents per quarter (e.g., customers, channel partners, trade associations) in coordination with business presidents and functional leaders.
  • Proactive management of key talent lunches / dinners and engagements during CEO site visits.
  • Site Meeting Coordination : Own the OKC meeting calendar; collaborate with CEO to ensure it remains current. Prepare agendas, take minutes, and follow up on action items for meetings. Ensure the CEO is well-prepared for all engagements. Drive continuous improvement in operations and information flow.
  • Project Management : Assist in the planning and execution of special projects and initiatives. Track progress and ensure deadlines are met.
  • Document Management : Organize and maintain confidential files and documents. Prepare reports, presentations, and other materials as needed.
  • Travel Arrangements : Plan and coordinate travel itineraries, accommodations, and logistics for the CEO. Collaborate with CEO's spouse proactively on travel schedules to ensure work / home calendars remain aligned. Submit expense reports weekly.
  • Event Planning : Assist communications and event planning teams in organizing company events, conferences, and executive off-sites.
  • Administrative Support : Perform general administrative tasks such as expense reporting, office supply management, and other duties as assigned. Manage the office to help us build a warm and inviting environment that people look forward to coming to.
  • Serve as primary liaison with building management to ensure our suite is well maintained and managed.
  • Escorting guests to / from the office and lobby to ensure security and enhance the guest experience.
  • Collect and distribute mail / packages at least weekly.
  • Monitor the kitchen area for cleanliness, engaging the support of colleagues as needed. Monitor and stock supplies, including office supplies, drinks, snacks and other such items. Water plants weekly. Ensure all office machinery (e.g., printers, IT equipment) functions properly.

    • Job Qualifications

  • Proven experience as an Executive Assistant or in a similar role supporting C-level executives.
  • Excellent organizational and time-management skills. Natural bias for action; executes quickly and consistently.
  • Strong written and verbal communication skills. Servant leader.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle confidential information with discretion.
  • High level of professionalism and attention to detail.
  • Ability to work independently and as part of a team.
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