We are a growing HVAC company with nearly 10 years in business, serving both residential and commercial clients. We are seeking a detail-oriented, proactive Executive Assistant to serve as the right hand to the business owner and management team. This is a high-impact role for someone who can take ownership of day-to-day administrative and operational responsibilities, help keep the business organized, and create continuity when ownership is unavailable. The ideal candidate will have a full-picture view of the company’s operations and be able to support multiple critical functions that keep the business moving. Key Responsibilities Track and manage leads, client information, and service history. Follow up on leads and help move them through the sales pipeline. Coordinate dispatching, scheduling, appointment confirmations, and technician communication. Ensure technicians have the information they need for service calls and job execution. Order materials and equipment needed for jobs. Coordinate with suppliers and track inventory, material costs, and delivery timing. Assist with estimates, customer communication, and estimate follow-up. Support job flow from initial inquiry through scheduling, estimating, and completion. Handle company emails, calendar management, and daily correspondence. Answer phones and manage customer questions and office communication. Process permits and regulatory documentation. Organize and maintain company files, records, and documentation. Take on daily operational tasks delegated by ownership. Provide office coverage and continuity when the owner is unavailable. Help keep ongoing jobs, estimates, clients, and operational tasks moving without interruption. Must-Have Qualifications 5+ years of experience as an Executive Assistant, Office Manager, or similar operational support role. Strong organizational and multitasking skills. Excellent written and verbal communication skills. Ability to work independently and take initiative. Proficiency with email, calendar management, and standard office software. Ability to manage multiple moving parts at once while staying detail-oriented. Strong follow-up, coordination, and problem-solving skills. Comfort handling operations, client communication, and scheduling in a fast-paced service business. Nice-to-Have Qualifications Experience in the home service industry, especially HVAC, plumbing, electrical, or related trades. Experience with dispatching and service scheduling. Basic accounting or invoicing knowledge. Familiarity with permits, operational paperwork, and service-business workflows. Experience supporting a business owner directly. #J-18808-Ljbffr