What are the responsibilities and job description for the Executive Assistant position at One Hour Heating & Air Conditioning?
Description:
About the Role
One Hour Heating and Air Conditioning is seeking a driven and detail-oriented Executive Assistant to join our Virginia Beach team. The Executive Assistant will play a crucial role in supporting the CEO, and potentially other team members, by managing schedules, coordinating meetings, handling administrative tasks, and ensuring smooth day-to-day operations. This role requires a proactive, organized, and highly adaptable professional who can anticipate needs and streamline processes to improve efficiency.
Responsibilities
- Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, and handling correspondence.
- Maintain accurate records and ensure compliance with company policies.
- Coordinate travel arrangements, expense reports, and other logistical details.
- Prepare reports, presentations, and documents for internal and external meetings.
- Take detailed meeting notes for department managers and maintain employee records.
- Serve as the primary point of contact between the CEO and internal/external stakeholders.
- Assist with project management, tracking deadlines, and following up on action items.
- Maintain confidentiality and handle sensitive information with discretion.
- Organize and optimize office systems, ensuring smooth day-to-day operations.
- Support event planning and coordination for company meetings and engagements.
- Maintain detailed records and ensure proper documentation for equipment and tools.
- Schedule and ensure completion of monthly tool inspections at all One Hour locations.
- Drug Testing coordination for all One Hour locations.
- Assist with wage reviews and payroll adjustments.
- Serve as the primary point of contact and manage One Hour’s insurance agency.
- Conduct research and compile data as needed to assist in decision-making.
- Other administrative and operational duties as assigned.
Benefits
- Competitive pay based on experience
- Monthly and yearly bonus opportunities
- Health, dental, Life, and vision insurance
- Paid time off and holidays
- 401(k)
- Opportunities for professional growth
- 3 Years of Administrative Experience in a fast-paced environment.
- Excellent written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Highly accountable, deadline-driven, execution-focused, and self-motivated.
- Experience handling expense reports, payroll adjustments, and compliance tracking.
- Strong organizational and time-management skills with the ability to multitask effectively.
- Ability to work independently, prioritize tasks, and take initiative.
- High level of professionalism, discretion, and problem-solving skills.
- Strong attention to detail and accuracy.
Nice to Have (not required)
- Experience in the HVAC, construction, or service industry.
- Familiarity with CRM or project management tools.
- Knowledge of bookkeeping or basic financial tasks.
- Prior experience supporting C-level executives.
