Executive Assistant to the CEO & Field Coordinator Cooltrace - 5.0 Fort Lauderdale, FL Job Details Full-time $75,000 - $90,000 a year 1 day ago Benefits Health savings account Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Life insurance Qualifications Microsoft Outlook Executive administrative support Construction industry experience Construction administrative experience Commercial building projects

Full Job Description Cooltrace:

Executive Assistant to the CEO & Field Coordinator Fort Lauderdale, FL Full-Time Monday-Friday On-Site Before You Apply To be considered, you must meet the following minimum requirements. We appreciate your interest and want to make sure this is the right fit for everyone. Minimum 3 years in a role where you served as the primary administrative and operational support to a CEO, President, or business owner. We are looking for someone who has genuinely functioned as a right hand to senior leadership. Minimum 1 year of experience working in the commercial construction industry. Mechanical contracting or HVAC experience is strongly preferred. If your background checks both boxes, we'd love to hear from you. Compensation $75,000 - $90,000 per year | Salary based on experience About Cooltrace Cooltrace International Corp. is a commercial HVAC mechanical contractor and engineering company based in Fort Lauderdale, FL. We specialize in new construction, retrofits, service, and building automation systems, delivering high-quality HVAC solutions to commercial clients. We are a growing company with a fast-moving leadership team and a strong reputation for quality and customer service. The Role This is a dual-function role combining true executive support with active field coordination. You'll serve as the CEO's right hand — protecting time, managing priorities, and ensuring nothing falls through the cracks — while also owning daily field visibility, confirming scheduled work is happening, and keeping leadership informed when it isn't. The right person for this role sees themselves as a support professional, not a manager. You take genuine satisfaction in making someone else more effective. You don't need the title or the authority — you need the access, the trust, and the opportunity to make a real difference behind the scenes. If that resonates with you, keep reading. What You'll Do Field Coordination & Dispatch Support Monitor the BuildOps dispatch board daily to verify scheduled field assignments are active and accurate Contact field staff and foremen to confirm crew location, job status, and schedule adherence Flag discrepancies between what is scheduled and what is happening in the field, and escalate to the appropriate project or operations lead Serve as the communication link between the CEO and field teams, ensuring leadership has real-time visibility into field activity Maintain accurate records of field status updates and schedule changes Executive Support Own the CEO's calendar — schedule strategically, not just reactively Triage email and communications, surfacing what matters and filtering what doesn't Prepare the CEO for every meeting: agendas, background, materials, and follow-up Track action items and commitments across teams and projects — and hold people accountable Serve as a liaison between the CEO, internal teams, clients, subcontractors, and vendors Coordinate travel, site visits, and business events Manage executive files, contracts, and confidential documents with precision Support special projects and CEO-led initiatives as the company grows What We're Looking For Required — all candidates must meet the following: Minimum 3 years functioning as the primary support to a CEO, President, or business owner — we care about what you actually did, not just your title Minimum 1 year of experience in the commercial construction industry; mechanical contracting or HVAC experience strongly preferred Additional qualifications: You see yourself as a support professional: someone who is energized by making leadership more effective. Bilingual English/Spanish strongly preferred. Our clients and teams are often Spanish-speaking Comfortable working in a construction environment where field operations, subcontractors, and job sites are part of the daily rhythm Familiarity with field scheduling, dispatch software, or construction operations platforms (BuildOps experience a plus) Proficient in Microsoft Office 365 (Outlook, Word, Excel, Teams) Exceptionally organized, discreet, and a strong communicator Self-starter who anticipates needs rather than waiting to be told Benefits Medical, Dental, and Vision insurance Life insurance 401(k) with company matching Health savings account (HSA) Paid time off Location Fort Lauderdale, FL (Broward County). Candidates must be able to commute to or relocate to the Fort Lauderdale area prior to start date. This is a full-time, on-site position. Ready to Become a True Executive Partner? Apply directly through Indeed. Qualified candidates will be contacted to discuss next steps. Learn more about our work at www.cooltrace.com

Pay:

$75,000.00 - $90,000.00 per year

Benefits:

401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance Application Question(s): Have you spent at least 3 years as the primary administrative and operational support to a CEO, President, or business owner — where you were genuinely their right hand, regardless of your job title? Do you have at least 1 year of experience working in the commercial construction industry? Are you able to work on-site full-time in the Fort Lauderdale area? Have you worked in a role where you had to coordinate with field staff, track job schedules, or verify that crews were where they were supposed to be? Are you proficient in Microsoft Office 365? Have you worked with BuildOps or a similar field operations or dispatch platform?

Work Location:

In person