Executive Assistant

4 days ago

Addison, United States MMD Services Full time

The Executive Assistant will play a pivotal role in supporting our client's IT leadership team, with primary responsibilities in office administration, employee onboarding, and executive calendar management. This position requires a proactive and detail-oriented professional who thrives in a dynamic environment and excels in organization, communication, and collaboration.


Key Responsibilities:

1. Office Administrator

  • Coordinate team meeting logistics, including booking meeting rooms and setting up necessary equipment.
  • Manage and maintain office supplies to ensure smooth day-to-day operations.
  • Organize and oversee IT team lunches, town halls, and annual events, ensuring alignment with organizational goals.
  • Celebrate festivities and plan team-building activities to promote engagement and camaraderie.
  • Provide operational and administrative support to the IT leadership team by handling logistics and administrative tasks.

2. Onboarding Representative

  • Oversee the first-day experience for new employees, ensuring a comprehensive and welcoming onboarding process.
  • Collaborate with managers to schedule initial meetings (first week) for new hires.
  • Conduct structured onboarding check-ins (T+0, T+7, T+30, and T+90) to ensure a smooth integration into the team.
  • Collect and present feedback from new hires to identify and implement continuous improvements in the onboarding experience.

3. CIO Calendar Administrator

  • Manage and prioritize the CIO’s calendar, ensuring efficient scheduling of high-priority meetings.
  • Coordinate and schedule executive meetings, including preparation of agendas and follow-up actions.
  • Maintain professionalism and confidentiality in handling executive-level communications.
  • Proactively anticipate and resolve scheduling conflicts to optimize the CIO’s time.

4. Collaboration with Leadership

  • Hold regular one-on-one meetings with leadership to align on priorities and responsibilities.
  • Participate in one-on-one meetings with CIO to provide updates and support calendar-related activities.


Qualifications:

  • Proven experience in executive-level administrative roles or related fields.
  • Strong organizational and multitasking skills with exceptional attention to detail.
  • Proficiency in office software tools (e.g., Microsoft Office Suite, scheduling tools).
  • Excellent communication and interpersonal skills.
  • Ability to maintain confidentiality and exercise discretion in sensitive matters.
  • Demonstrated ability to take initiative and work independently with minimal supervision.


Preferred Qualifications:

  • Experience in employee onboarding processes or HR support.
  • Familiarity with calendar management tools (e.g., Microsoft Outlook, Google Calendar).
  • Strong problem-solving skills and adaptability in a fast-paced environment.

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