Executive Assistant

Responsibilities

• Include but are not limited to:
• Inbox and Correspondence Management
• 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.
• Calendar and Meeting Management
• 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.
• Follow-Up and Commitment Tracking
• 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.
• Track items the COO is waiting on from others; follow up at appropriate intervals so the COO does not have to remember who owes what.
• Coordinate with the operations team - including directors and operational support staff - on shared tracking artifacts and recurring reporting cadences.
• Identify patterns in commitment slippage and proactively suggest process adjustments that reduce administrative friction over time.
• Travel and Logistics
• 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 fa

Additional Information

Thermal Works LLC has an exciting opportunity for a Executive Assistant to join our team, working directly with Chief Operating Officer and focusing in the day-to-day administration of a rapidly growing operations function. The Executive Assistant serves as the COO's primary administrative partner, managing inbox triage, calendar, travel, correspondence, meeting preparation, and the steady flow of follow-up commitments that arise from working closely with directors, executive leadership, and external partners across multiple continents. This role exists because the COO's effectiveness depends on having a trusted partner who can absorb administrative throughput, maintain situational awareness across active threads, and ensure that nothing of consequence falls through the cracks. The Executive Assistant is the person the COO relies on to know what was promised, to whom, by when - and to make sure it happens. Thermal Works values efficiency and strives to maintain smooth operations. Our primary focus is on providing an integrated cooling system for data centers and commercial buildings that dramatically reduces the energy demand, water consumption and cost of cooling. It transforms the economics and eco-metrics of commercial cooling with zero water solutions that outperform air- and water-cooled systems in any climate. Thermal Works solutions are sustainable and cutting-edge. For that reason, we are highly selective about the people we bring on board because our work depends on it. Change and progress happen quickly, and we must be able to trust one another to be honest, communicative, reliable, and self-motivated. We seek ultra-creatives and superstar performers with a sense of humility and a hunger to make a positive impact in the world. We offer flexibility and endless growth opportunities to those who can harness their skills and talents and identify how and where to use them to add value. Thermal Works is one of several "inspired infrastructure" companies that work collaboratively under our parent company, Endeavour Energy, LLC. At the heart of this ecosystem is a diverse group of bright, passionate, dedicated people, working together to make a real difference for people and the planet. Thermal Works is looking for someone to join our team to help us move the needle towards sustainable change. Are you ready to join the journey?

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