Leadership Team Executive Assistant and Workplace Experience Manager

What success looks like in this role:

Job Description: As leadership team executive assistant, the role is accountable for providing high level administrative and professional support surrounding executive leadership team meetings, which are multiple per quarter. Ensures that meetings and events are in proper sequence, based on dependencies. Coordinates with administrative assistants for all required attendees. In addition, performs all necessary preparations to ensure meetings and events are flawlessly executed. As Workplace Experience Manager, the role manages the front office and overall workplace experience for a small office with under 50 seats. This includes managing the front desk and the facility. This position coordinates and manages programs, events, conferences and other internal or client functions, often requiring availability afterhours in consideration of multiple time-zones. KEY ACCOUNTABILITY: Professional Support (60%) / General Office Administration (40%)

Location: Dallas, with occasional travel required

Responsibilities:

Professional Support Accountabilities:

• Develops and leverages relationships across business units, senior leadership, colleagues and external clients to foster and support intra-group, cross-border coordination while carrying out accountabilities.
• Writes, edits and manages organization centric materials such as communications, correspondence, presentations, reports, including deciding on or recommending content. Accountable for disseminating communications to facilitate timely and effective communications.
• Full discretion and management of professional's calendars, email, contacts. Manages and coordinates logistics for client events, conferences.
• Manages complex corporate and leadership team calendar considerate of numerous scheduling and professional requirements. Understands that schedules change and must remain flexible and supportive in coordination efforts.
• Accountable for detailed leadership team meeting notes and action items as well as following up with leaders on related information.
• Collaborate with leadership team members to understand and communicate the various meetings needed in each calendar year.
• Maintain a running list of meeting topics based on other leadership meetings or leader requests.
• Review cadence of meetings and ensure meetings fall in strategic sequence
• Maintain current and future years' calendars for Leadership via outlook invites, SharePoint, Excel/PDF send-outs
• Ensure all participants agree on topic duration before finalizing the agenda with the leadership.
• Review and obtain approval for the meeting agenda from the CEO, COO, and CFO. Keep the CEO's executive admin informed.
• Collect, review and disseminate final meeting material
• Takes detailed minutes from all leadership meetings, noting important actions, events and follows-up with leaders.
• Follows-up with leaders and support teams to ensure completion of assigned objectives and priorities.
• Creates new templates for events with associated travel
• Arranges all logistics, meals, transportation, events for large scale leadership meetings
• Remind executive admins of meeting dates, location, and participants to facilitate travel arrangements.
• Works directly with technology team on leadership meeting requirements.
• Compiles cost of events and submits to leadership for approval
• Performs business/situational analysis and develops recommendations such as identifying and developing business process improvements opportunities or identifying and developing alternatives to support business decisions. Participates in recommending the most appropriate alternative to achieve business goals and business needs more efficiently and effectively. Participates in planning and coordination through to implementation.
• Works with Real Estate and Administration Analysts to develop and produce customized reports, and ensure data quality is maintained on behalf of the business. Runs various regular weekly and monthly reports.

General Office Administration Accountabilities:

• Manages the front desk and insures a positive and consistent experience for all associates and visitors.
• Manages local office requests related to workspace or premises issues, including customized workstations, workplace accommodations, office equipment and maintenance, housekeeping, parking, building maintenance, and access card inventory and requests.
• Coordinates with various support groups, including but not limited to: Information technology, HR, premises and compliance.
• Responsible for execution of local Business Continuity Plan.
• Oversees Health & Safety for site and ensures consistency across the office.
• Provides input to Administration lead on the development of Best Practices and maintains the standards set forth with direct reports.
• Liaise with Real Estate on small on-site renovations.

Authorities:

• Advisory: Provides advice or suggests how to follow standard processes. Provides resolution on all administrative or operational matters of a non-controversial nature. Recommends process improvements and recommends appropriate content for reports and presentations to senior managers. Makes recommendations for alternatives to support business objectives and needs.
• Autonomy: Works independently to accomplish most tasks. Is expected to develop and foster client relationships and bring forward process improvement ideas to leader.
• Expend Resources: Has some authority/discretion on spending small value order amounts for office. Is provided with authority from local executive to makes decision in line with organizational policy regarding facilities related expenditures.
• Decision Making: Makes moderate to high-complexity decisions in fielding phone calls, coordinating meetings, managing calendars, managing travel, and in responding to non-controversial inquiries. Makes moderately complex decisions in performing business/situational analysis, in preparing reports/presentations, and in developing and implementing process improvements. When relevant established processes or procedures do not exist, the incumbent participates in determining and recommending the best process/procedure to achieve the desired outcome.

Cross-Functional Relationships:

• Interacts regularly with with cross-functional business units to collect information to prepare research, presentations or reports, and to accomplish administrative and operational tasks. Develops relationships to achieve outcomes and to improve cross-group relationships.
• Interacts with colleagues and clients globally, dealing with multiple time-zones and cultural implications depending on unique requirements of the business unit.

Job Dimensions:

• This is not a remote role. Role required to be on-site 100% with travel approx. 1-2x per quarter
• Manages or participates in the leadership of a variety of administrative/operational related projects
• Provides high level administrative and professional support to executive.
• Overtime work is required with little notice including occasional weekend work.
• May be seconded or reassigned within the broader business group if business requirements change.

You will be successful in this role if you have:

Qualifications:

• Requires 5-7 years' experience in an administrative/ professional support function in a fast-paced environment, dealing with moderately complex issues and managing conflicting priorities.
• Undergraduate degree. Other professional related training and development to keep skills current, including office productivity software.
• Very good understanding of the processes, policies and procedures required for supporting the business unit.
• Strong analytical and problem-solving capabilities.
• Ability to organize high complexity and high-volume business information and develop it into cohesive, professional reports and presentations, with little guidance and ability to recognize and respond to business related issues within the scope of the material.
• Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making. Ability to plan and coordinate implementation of the selected alternative.

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This role may require access to export-controlled commodities and technology. Therefore, to conform to U.S. export control regulations, applicant should be eligible for any required authorizations from the U.S. Government.

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