Executive Assistant

POSITION SUMMARY: 

The Executive Assistant provides administrative and operational support to the Division’s Senior Leadership team. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

​​ Executive & Strategic Support 

• ​Proactively manage the Division President’s calendar by prioritizing time, anticipating conflicts, and preparing leaders for meetings with context and materials. 

• ​Serve as a key point of contact and liaison between executive leadership, internal teams, and external partners. 

• ​Attend meetings as needed to capture key decisions, action items, and next steps — and ensure accountability through structured follow-up. 

• ​Exercise sound judgment in handling sensitive matters with discretion and professionalism. 

​ Operational & Project Coordination 

• ​Support special projects and initiatives by coordinating timelines, assigning tasks, tracking progress, and ensuring completion. 

• ​Prepare and review executive communications, presentations, and internal updates. 

• ​Represent the executive’s voice and priorities when appropriate, aligning responses with leadership style and company values. 

• ​Help streamline workflows, improve systems, and eliminate friction for the executive team. 

​ Communication & Organization 

• ​Draft, review, and send communications on behalf of leadership when needed. 

• ​Coordinate travel arrangements, meeting logistics, and expense reporting. 

• ​Maintain organized records, documentation, and internal controls related to executive activities. 

• ​Actively manage information flow to ensure the right people have the right information at the right time. 

• ​Other projects/duties as assigned for the overall benefit of the organization. 

DUTIES AND ACCOUNTABILITIES – Essential for all Professional/Management level 

• Knowledge - Maintain required knowledge, skills, and abilities in assigned area of expertise, including the laws, standards, fundamentals, methods, procedures, and techniques  for job.   

• Workflow Management - Manage time effectively; meet deadlines; and produce quality work requiring little or no review.   

• Judgment - Exercise good judgment and appropriate decision making within scope of job.   

• Communication - Effectively communicate with audience appropriate content and detail both verbally and in writing. 

• Relationship Management - Maintain strong and effective interpersonal skills and effective working relationships with all stakeholders, both internal and external. Demonstrate HB Home Services core values (Trust, Team, Grit, and Growth). 

• Proficiency with Microsoft Office. 

• Maintain regular and consistent attendance as  for acceptable performance and accountabilities of this position. 

• Responsible for the establishment and ongoing maintenance of an effective system of internal control within the scope of assigned job responsibilities. 

MINIMUM / PREFERRED EXPERIENCE AND EDUCATION:  

     Required 

• 3–5+ years of experience supporting a senior executive or leadership team 

• Exceptional organizational, time-management, and prioritization skills 

• Strong written and verbal communication skills 

• High level of discretion, professionalism, and emotional intelligence 

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) 

• Ability to work independently, anticipate needs, and solve problems proactively 

Preferred 

• Bachelor’s degree 

• Possession of a notary license  

• Experience in a multi-location or operationally complex organization 

• Familiarity with the HVAC, trades, or home services industry 

• Experience supporting executives in a growth-oriented or employee-owned company 

​​PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is required to sit; stand; walk; use hands to manipulate, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.​