Administrative Assistant

Overview

We are seeking an Administrative Assistant for our client, AES Building Services. This role will report directly to the CEO of AES and is best suited for a candidate who will work well within a fast-moving entrepreneurial environment. Ideal candidates value trust and open communication to promote effectiveness and growth for the CEO and in turn, the company.

Key Responsibilities

• Own and actively manage a complex calendar across business and personal commitments, protecting focused work time and proactively resolving conflicts
• Coordinate meetings from planning to end (scheduling, agendas, logistics, follow-up notes, & action item tracking)
• Track delegated tasks and follow through to completion, managing constraints before they become problems
• Manage all emails and communications (drafting responses, flagging priorities, answering everything)
• Execute all stages (first outline to final revision) of draft revisions of documents, presentations, and business proposals using AI tools and M365 to accelerate the process
• Handle personal matters including travel arrangements, reservations, vendor coordination, and ad hoc errands
• Proactively research relevant topics and prepare concise briefs to support decisions and industry best-practices
• Serve as a trusted liaison with internal team members, clients, and external contacts
• Build and maintain organized systems for contacts, documents, recurring tasks, etc.

Required Qualifications & Skills

• 3+ years supporting a senior executive, entrepreneur, or founder in a high-accountability role
• Demonstrated ability to independently start, structure, and manage drafts (documents, slide decks, and business proposals) from initial outline through final revision
• Proficiency with AI productivity tools (such as Claude, ChatGPT, Copilot, or similar) and a track record of using them to produce efficient deliverables
• Exceptional organizational, time management, and multitasking skills
• Strong written and verbal communication skills
• High emotional intelligence with the ability to demonstrate discretion and sound judgment when handling confidential business and personal matters
• Proficiency with Microsoft 365 (Outlook, Word, PowerPoint, Teams, To Do, OneNote) and ability to adopt new tools quickly
• Adaptable, detail-orientated, and process-driven
• Flexibility to adjust hours when the business requires it

Nice To Have

• Experience in energy operations, utilities, or asset management (familiarity with how complex infrastructure businesses operate is a plus)
• Background supporting a founder or executive in a high-growth entrepreneurial business with fast-moving priorities and tasks
• Experience in construction, building services, facilities management, or a related field
• Background managing personal household or lifestyle logistics alongside professional duties

Compensation & Benefits

• $55,000 - $75,000 per year
• Health, dental & vision coverage
• Paid time off + holidays
• Hybrid schedule flexibility

This position is full-time, on-site, in Akron, Ohio

Pay: $55,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person