What are the responsibilities and job description for the Executive Administrative Assistant position at All Pro Heating and Air?
Company Administrator / Executive Assistant
Location: Indianapolis, IN
Job Type: Full-Time | Competitive Pay
About All Pro Heating , Air and Plumbing LLC
We are a fast-growing HVAC and plumbing company providing premium service solutions to commercial, multi-family, and residential clients. We are committed to excellence, efficiency, and customer satisfaction. Our core values—Inspirational, Accountable, Disciplined, Results-Oriented, Aligned, and Transparent—guide our hiring process and company culture.
Position Overview
We are seeking a highly organized and detail-oriented Company Administrator / Executive Assistant to support our leadership team and daily business operations. This role requires strong administrative, communication, and organizational skills to manage office functions, handle executive tasks, and contribute to the efficiency of company operations.
Key Responsibilities
- Provide executive-level administrative support to the management team.
- Manage calendars, schedules, and appointments for leadership personnel.
- Handle emails, correspondence, and document preparation on behalf of executives.
- Organize meetings, prepare agendas, and take minutes as needed.
- Oversee office administration, including ordering supplies, managing files, and coordinating with vendors.
- Assist with HR-related tasks, including tracking employee records, scheduling interviews, and maintaining compliance documentation.
- Support accounting and billing by organizing invoices, receipts, and expense reports.
- Ensure smooth communication and coordination between different departments.
- Assist with event planning, client relations, and special projects as assigned.
- Maintain confidentiality while handling sensitive business and personnel information.
Qualifications & Skills
- Proven experience as an executive assistant, office administrator, or in a similar role.
- Strong proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Calendar).
- Excellent organizational and time-management skills with strong attention to detail.
- Ability to prioritize tasks, multitask, and meet deadlines in a fast-paced environment.
- Strong written and verbal communication skills for professional interactions.
- Experience handling confidential and sensitive information with discretion.
- Basic knowledge of HR, bookkeeping, or accounting practices is a plus.
- Ability to work independently and as part of a team.
Compensation & Benefits
- Competitive salary based on experience
- Opportunities for career growth in a rapidly expanding company
- Supportive and professional team environment
- Potential for performance-based bonuses
Physical Requirements
- Ability to sit, stand, or move for extended periods.
- Must be able to lift up to 25 lbs occasionally.
- Reasonable accommodations will be made for individuals with disabilities.
If you are a highly organized, proactive, and detail-oriented professional looking for an opportunity to support a dynamic and growing company, we want to hear from you!
Job Type: Full-time
Pay: $21.93 - $25.00 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
Schedule:
- 8 hour shift
Work Location: In person
Salary : $22 - $25
