Executive Assistant

Nashville, TN

Full Time

AIR Control Concepts

Experienced

Title: Executive Assistant
Operating Company: AIR Control Concepts
Location: Nashville TN Hybrid
FLSA Status: Exempt
Salary Range: $90k - 110k

About:
AIR Control Concepts, LLC.  is a global platform of premier HVAC, electrical, & controls organizations operating across North America - now expanding into Europe, the Middle East, and Africa. Each company within the AIR family maintains its local culture and customer relationships, while gaining access to shared resources, advanced technology, strategic capital, and operational expertise.

Website: AIR Control Concepts | HVAC Partnerships, Growth & Support Across North America

Description:
The Executive Assistant serves as a trusted operational partner to the COO and executive leadership team, enabling effective coordination, prioritization, and execution across a fast-paced, acquisition-driven organization. This role plays a key part in keeping the COO and executive team focused on the highest-value priorities by improving coordination, communication, and execution across the business.

While providing direct support to the COO, this role is designed to broadly support the executive team and overall leadership operating rhythm, ensuring alignment, communication, and follow-through across key initiatives.

This role reports directly to the COO, with strong partnership and day-to-day alignment with the Chief People Officer and Chief of Staff to ensure effectiveness, prioritization, and consistency in how executive support is delivered.

This position includes a blend of high-level coordination and day-to-day administrative responsibilities, requiring a hands-on approach and a willingness to support where needed.
The ideal candidate operates with a high degree of independence, sound judgment, and discretion—consistently reducing executive workload.

Essential Functions:

Executive Support (COO)

Manage a complex, shifting calendar across internal and external priorities
Act as a prioritization point for COO time
Prepare meeting materials, agendas, and follow-ups
Anticipate needs and proactively address scheduling and coordination gaps

Executive Team Coordination

Support the broader executive team in coordinating meetings, priorities, and follow-ups
Track action items and ensure timely execution across leadership
Help maintain an effective operating rhythm across the executive team

Board & Leadership Support

Coordinate logistics and materials for Board of Directors meetings and leadership sessions
Assist in preparation and organization of presentations and meeting materials
Support communication flow between leadership and key stakeholders

M&A and Integration Support

Support leadership alignment during high-volume transaction activity
Help track key milestones and follow-ups

Communication & Administrative Support

Handle administrative tasks including document preparation, calendar management, expense management, and record-keeping / follow up
Coordinate and manage executive-level communications - as needed
Serve as a point of coordination between the COO, executive team, and internal/external stakeholders – as needed

Travel & Office Logistics

Manage complex travel arrangements, including frequent changes
Coordinate executive offsites, meetings, and events
Manage AIR Control Concepts office in Nashville where various leadership, customer, and manufacturer meetings are held. Coordinate with external vendors, manage office supplies, manage conference room, schedule, etc.

Operating Expectations (Critical to Success)

Operates with a high degree of independence and requires minimal day-to-day direction
Demonstrates strong judgment and prioritization in a dynamic environment
Anticipates needs and follows through without constant oversight
Comfortable handling both high-level coordination and routine administrative tasks
Capable of operating autonomously for periods of time while staying aligned with leadership priorities
Consistently reduces executive workload and improves team effectiveness

Experience:

Required

7+ years supporting senior executives (CEO support preferred)
Experience in fast-paced, multi-entity, or high-growth organizations
Strong organizational, communication, and problem-solving skills
Proven ability to manage competing priorities with minimal direction
Maintain strict confidentiality across all business matters

Preferred

Experience supporting executive leadership teams (not just a single executive)
Exposure to acquisition-driven or private equity-backed environments
Experience coordinating board or leadership-level meetings

Benefits:
We offer a competitive and comprehensive benefits package, including:

Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.

Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.

Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).

Professional Development – Ongoing training opportunities and support for continuing education.

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications.
The Company complies with disability laws and provides reasonable accommodations to qualified individuals.

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Thanks for visiting our Career Page. With locations throughout North America — across the U.S. and Canada — please review our open positions and apply to the roles that match your qualifications. For questions, email AIR Control Concepts.

Executive Assistant

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