Executive Assistant To Managing Partners Jobs in Delaware

Integrity Heating & Air is seeking a highly organized, proactive, and trustworthy Executive Assistant to the Owner to provide high-level administrative and operational support to the company owner.

This position will serve as a key partner to the owner, helping manage priorities, communication, scheduling, projects, and follow-up across the organization. The ideal candidate is someone who can anticipate needs, keep details organized, follow through on commitments, and help ensure important tasks and initiatives do not fall through the cracks.

This is a highly trusted position that requires discretion, professionalism, strong judgment, initiative, and the ability to handle confidential information.

The Executive Assistant will work closely with the owner and interact with leadership, employees, customers, vendors, and other business partners.

• Manage and maintain the owner's calendar, appointments, meetings, and commitments.

• Coordinate meetings and ensure the owner is prepared with necessary information and materials.

• Manage email and other correspondence as needed.

• Screen, prioritize, and follow up on communications requiring the owner's attention.

• Prepare meeting agendas, notes, reports, presentations, and other documents.

• Track action items and follow up with responsible team members to ensure commitments are completed.

• Help the owner prioritize daily, weekly, and long-term responsibilities.

• Anticipate the owner's needs and proactively address administrative and organizational issues.

• Maintain confidentiality regarding company, employee, financial, customer, and other sensitive information.

• Assist the owner with special projects and company initiatives.

• Coordinate projects across departments and help keep deadlines on track.

• Follow up with managers and team members regarding assigned projects and responsibilities.

• Help organize and maintain company procedures, documents, and records.

• Assist with preparing reports and tracking key business information.

• Help identify administrative inefficiencies and recommend improvements.

• Support leadership meetings and ensure follow-up items are documented and completed.

• Assist with company events, meetings, training, and special initiatives.

• Serve as a communication link between the owner and members of the leadership team.

• Communicate professionally with employees, customers, vendors, contractors, and business partners.

• Coordinate information between departments when needed.

• Follow up on outstanding requests and ensure information reaches the appropriate person.

• Represent the owner and company professionally in communications and interactions.

• Prepare and organize documents, spreadsheets, presentations, and reports.

• Maintain electronic and physical filing systems.

• Assist with expense tracking, invoices, receipts, and other administrative records.

• Coordinate travel arrangements and itineraries when needed.

• Assist with scheduling company meetings, appointments, and events.

• Maintain organized records and ensure important information is easily accessible.

• Assist with other administrative responsibilities as assigned.

• 3+ years of experience as an Executive Assistant, Administrative Manager, Office Manager, Operations Coordinator, or similar role preferred.

• Experience supporting an owner, executive, or senior leader preferred.

• Experience in HVAC, construction, home services, or another service-based business is a plus.

• Strong organizational and time-management skills.

• Excellent verbal and written communication skills.

• Strong attention to detail and follow-through.

• Ability to manage multiple priorities and deadlines.

• Strong judgment and problem-solving skills.

• Ability to work independently and proactively.

• Proficiency with Microsoft Office, Google Workspace, and web-based business software.  Experience in Canva or similar tools is a plus.

• Ability to quickly learn new technology and company systems.

• Professional demeanor and strong interpersonal skills.

• Demonstrated ability to maintain confidentiality.

The ideal candidate is a self-starter who gets things done. You are comfortable working independently, managing competing priorities, and making decisions about what needs attention without being asked repeatedly.

You should be someone who:

• Notices what needs to be done and takes initiative.

• Keeps the owner organized and focused on high-priority matters.

• Follows through and doesn't need constant supervision.

• Is comfortable holding others accountable for completing assigned tasks.

• Can handle confidential and sensitive information with discretion.

• Communicates clearly and professionally.

• Is comfortable working in a fast-paced, growing business.

• Can switch between strategic projects and everyday administrative tasks.

• Is calm, resourceful, and solutions-oriented when unexpected issues arise.

The successful Executive Assistant will help the owner stay focused on growing and leading the business instead of getting buried in administrative details.

Success will include:

• The owner's calendar and priorities are organized and managed effectively.

• Important tasks and commitments are followed through to completion.

• Leadership projects stay on schedule.

• Communication is timely, professional, and organized.

• The owner has the information needed to make decisions.

• Important details do not fall through the cracks.

• Confidential information is handled appropriately.

• Administrative processes become more organized and efficient.

• The owner has greater capacity to focus on customers, employees, growth, and the future of the company.

• Primarily office-based with occasional interaction with field employees and job sites.

• Ability to work at a computer for extended periods.

• Occasional travel to company locations, meetings, events, or job sites may be required.

• Professional and fast-paced office environment.

• Occasional work outside normal business hours may be required based on business needs.

• Integrity Heating & Air is a growing residential HVAC company that values dependability, adaptability, respect, teamwork, and doing the job right.

• This is an opportunity to work closely with the company owner and have a direct impact on the organization and its continued growth. 

• The right person will have significant visibility into the business and the opportunity to grow with the company as it expands.