Executive Administrative Assistant
1 week ago
Job Title: Executive Administrative Assistant
Location: Dallas, TX
Duration: 6 months
Pay Rate: $35.00/hour
Job Description:
We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive administrative support to a senior leadership team. In this dynamic role, you will manage multiple priorities in a fast-paced, high-pressure environment while maintaining the utmost professionalism and confidentiality. The ideal candidate is a self-starter with exceptional organizational skills, attention to detail, and the ability to handle complex tasks independently.
Key Responsibilities:
- Provide administrative support to senior executives, including managing complex and detailed calendars, prioritizing meeting requests, and coordinating logistics.
- Organize and coordinate senior-level internal and external meetings, conference calls, and other high-priority engagements.
- Act as the primary point of contact for phone calls, liaising with high-level business leaders and clients in a professional manner.
- Coordinate domestic and international travel arrangements, prepare itineraries, and process expense reports.
- Draft, prepare, and distribute divisional communications, memos, reports, and other documents as needed.
- Handle sensitive and confidential information with discretion, ensuring compliance with firm policies.
- Manage monthly invoicing, vendor payments, and assist with financial tracking and reporting.
- Facilitate onboarding for new hires and contingent workers, including processing paperwork and system access requests.
- Support time reporting and billing processes, ensuring timely submission of hours and resolving any discrepancies.
- Assist in reviewing control performance evidence, updating process documentation, and maintaining firmwide policies and procedures.
- Compile and manage data for ad-hoc reporting requests and coordinate across multiple teams to meet business needs.
- Perform general administrative tasks such as filing, copying, faxing, archiving, and managing office supplies.
- Coordinate group events and assist with special projects as directed by senior leaders.
Required Skills & Qualifications:
- Excellent interpersonal and communication skills, with the ability to engage professionally with all levels of the organization.
- Strong attention to detail and ability to maintain high standards in a deadline-driven environment.
- Proven problem-solving skills and the ability to adapt to changing priorities.
- Ability to manage highly sensitive, confidential, and non-routine information with discretion.
- Demonstrated dependability and a sense of urgency in delivering results.
- Strong organizational skills, with the ability to prioritize and handle multiple tasks simultaneously.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Team player with a positive attitude and a proactive approach to challenges.
- Ability to remain calm and professional under pressure while working in a fast-paced environment.
- Self-motivated and resourceful, with excellent judgment and decision-making abilities.
Education & Experience:
- Minimum of 3+ years of administrative experience supporting senior-level executives.
- Experience working in corporate, government, or professional service environments is preferred.
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