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Bilingual Administrative Assistant

2 months ago

Plano, United States ektello Full time

*W2 Contract** Plano, TX**ONSITE**


**Bilingual in Korean and English highly preferred**


In this position, you will be providing administrative, clerical support, and personal assistance while maintaining the Executive’s schedule and managing communications. You will be handling highly confidential and sensitive materials and issues as well as planning, arranging, scheduling, and coordinating domestic and international executive leadership, company and community meetings, travel, accommodations, appointments, meeting materials, and facilities.

In addition to this, you will be preparing personnel transaction documents, ensuring access to company benefits and communication materials, and function as source to the executive for administrative information, forms, policies, procedures, and records.


Responsibilities:

  • Plans, organizes, and prioritizes multiple assignments and projects with minimal or no direction.
  • Manage scheduling for Executive leaders including resolution of schedule conflicts, schedule prioritization and meeting logistics (location, audio/video, meals, etc.)
  • Function as the travel coordinator.
  • Maintain inventory of assigned property and equipment.
  • Process expense reports in a timely manner and ensure accuracy of expense allocations and budgeting.
  • Frequently deals with external customers at the highest level as well as agencies and possibly media, so must understand the need for professionalism.
  • Assists with maintaining continuous executive and industry contacts.
  • Maintains the Executive’s itinerary and schedule with specific attention to detail.
  • Identifies critical level of communications and the need for the Executive’s notification.
  • Interprets and clarifies requests and assists with required responses and action.
  • Prepares executive level reports, compiles data into comprehensible format, and provides information for the executive’s effective community, internal, and company headquarters communications.
  • Prepares and makes domestic and international travel and accommodation arrangements.
  • Schedules and plans meetings and appointments for the Executive and special visitors.
  • Coordinates and provides VIP visitor accommodations, special travel needs, and hotel arrangements.
  • Obtains detail direction from dispatchers and other executives.
  • Schedules executive conference rooms, maintains conference room equipment, and provides materials and supplies.
  • Coordinate executive meetings and schedules with internal leadership via executive admin staff.
  • Perform word processing and prepare presentations, spreadsheets, correspondence, contracts, internal memos, expense and status reports, etc.
  • Establish executive level documentation standards and create templates and styles to be used
  • Maintain network access, applications, and printing, and resolve network difficulties for the chief executive.
  • Aid in maintaining good relations between Executive and employees as well as customers by ensuring thank-you notes are sent, flowers by policy are sent and other actions as necessary.
  • Project/Committee involvement as needed.
  • Handles various works such as managing office supplies, organizing department events, maintaining the offices, and many others that are associated with general affairs.

Qualifications:

  • Bachelor’s degree with at least 8 years of EA experience supporting VP level executives and staff
  • Experience developing executive presentations using a variety of PC applications, including word processing, spreadsheet graphs and tables, PowerPoint.
  • Ability to develop and maintain excellent working relationships with all appropriate executive levels within the company, with customers, the local community, and with critical industry contacts.
  • Ability to communicate both verbal and written for internal and external personnel at all levels.
  • Ability to read, write, prepare, and interpret executive materials, presentations, contracts, or related documents
  • Handle highly confidential and sensitive materials and issues.