Executive Assistant

About Thermogenics

Thermogenics is an industry leader in boiler life cycle solutions in North America. With a solutions portfolio that includes strong service, parts, boiler rentals, and new equipment offerings, Thermogenic provides a wide range solutions to customers’ unique needs.

The company also provides best-in-class parts and maintenance services to its installed base, delivered through a robust team of factory-trained technicians. With its comprehensive product and service offering, Thermogenics functions as a one-stop shop for all its customers’ steam and heating requirements.

The company currently operates from its Head Office, manufacturing and service facility in Aurora ON and maintains separate sales and service offices throughout the U.S. and Canada…and growing!

Position Summary

We are seeking a highly organized, proactive, and discreet Executive Assistant (EA) to support the CEO, CFO, and COO, while providing coordination support to the extended leadership team. This is a critical role operating at the center of a fast-paced, private equity–backed organization with an ambitious growth agenda.

The ideal candidate thrives in high-demand environments, anticipates needs before they arise, and manages competing priorities with precision. This role is well-suited for an experienced EA who is looking to grow into a future Chief of Staff position and is eager to deepen their exposure to executive decision-making, operations, and strategic initiatives.

Key Responsibilities

Executive Support

• Provide high-caliber administrative support to the CEO, CFO, and COO, including complex calendar and inbox (email) management
• Manage corporate calendar oversight to ensure alignment across executive priorities, key meetings, and business rhythms
• Coordinate and manage aggressive travel schedules across North America, including detailed itineraries, logistics, and contingency planning
• Act as a gatekeeper and facilitator for executive time, ensuring focus on highest-value priorities
• Prepare executives for meetings, including agendas, briefing materials, and follow-ups

Board & Executive Coordination

• Support executives in the preparation of Board-level presentations, including coordination of materials, timelines, and inputs across stakeholders
• Assist with Board meeting logistics and preparation activities as required
• Coordinate executive events, offsites, and leadership meetings (ELT, operating reviews, etc.), ensuring seamless execution

Coordination & Communication

• Support the extended leadership team with scheduling, meeting coordination, and key initiatives as needed
• Serve as a central point of coordination across the Executive Leadership Team (ELT) to drive alignment and execution
• Manage sensitive and confidential information with the highest level of discretion and professionalism

Operational Excellence

• Track and manage action items, deliverables, and key deadlines across leadership priorities
• Ensure effective meeting coordination, including scheduling, materials, minutes, and follow-ups
• Identify opportunities to streamline administrative processes and improve efficiency

Travel & Expense Management

• Manage end-to-end travel coordination, including last-minute changes and complex itineraries
• Ensure timely submission and reconciliation of executive expenses

Strategic Exposure & Development

• Partner closely with senior leaders on special projects and cross-functional initiatives

Qualifications and Experience

To be successful in this position, it is desired that you have most if not all of the following:

• 7 years of experience supporting C-suite executives (CEO, CFO, COO preferred)
• Proven experience in a fast-paced, private equity–backed or similarly high-growth environment
• Background supporting multi-site, commercial B2B service-oriented organizations is strongly preferred
• Exceptional organizational and time management skills, with the ability to manage multiple priorities under pressure
• Strong business judgment and ability to anticipate executive needs
• Advanced level Excel skills (pivot tables, conditional formatting, data validation and macros)
• High level of discretion and experience handling confidential information
• Advanced proficiency with productivity tools (e.g., Microsoft Office, calendar management systems, virtual collaboration tools)
• Highly proactive, detail-oriented, and execution-focused
• Calm under pressure with strong problem-solving abilities
• Professional, polished, and confident interacting with senior stakeholders
• Adaptable and thrives in ambiguity and change
• Strong communicator with a service-oriented mindset

Working Conditions

• This role requires regular travel (up to 20%) to various U.S. and Canadian locations.
• This role will be remote with a requirement to attend in person on site monthly.

Job Type: Full-time

Pay: $85,000.00 - $90,000.00 per year

Benefits:

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

Work Location: Hybrid remote in Minnesota City, MN 55959

Salary : $85,000 - $90,000