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Executive Assistant

2 months ago

Dallas, United States Delta Dallas Full time

Executive Assistant


We are seeking a detail-oriented Executive Assistant with a proactive work ethic and strong analytical skills to join our client's team. This role goes beyond traditional administrative tasks, encompassing critical thinking and process optimization to enhance workplace efficiency. The ideal candidate will have a proven track record in providing high-level support to C-level executives and coordinating services in fast-paced environments.


In addition, our client values candidates who demonstrate a history of tenure and long-term commitment in previous roles, showcasing their dedication and stability in professional environments.


If you thrive in a dynamic setting and are committed to driving organizational success, we invite you to apply.


The ideal candidate with possess the following:

  • 7+ years of Executive Support experience working with Senior Executive Leadership, preferably C-level
  • Experience with task/project management including deadline and timeline management
  • Aptitude for calendar management/travel/meeting planning across time zones (global)
  • Ability to provide proactive and strategic administrative support to executive leadership
  • Strong, concise, and clear communication skills
  • High attention to detail
  • Strong collaboration and teamwork experience
  • Demonstrates optimism, respects others, and works well in a team
  • Strong relationship management skills with ability to build and maintain a strong internal network within the company
  • Ability to handle confidential and sensitive information discreetly
  • Ability to streamline work and processes and identify what requires immediate attention in the organization or department
  • Experience with CRM systems (HubSpot preferred)
  • Bachelor’s degree is highly preferred


Job Responsibilities include but not limited to:

  • Managing the day-to-day calendars of executives
  • Coordinating all aspects of executive level manager appointments, meetings, receptions, and conference calls
  • Coordinating travel arrangements; preparing and distributing schedules/agendas/itineraries for travel; Preparing and submitting expense reports
  • Preparing meeting agendas and presentations, attending meetings with the executive; take notes, prepare, and distribute minutes as needed
  • Acting as gatekeeper; screening incoming calls in a timely professional manner and routing accordingly
  • Entering proposals for labor and materials into database; ensuring that all invoices are coded, entered, and approved accurately
  • Generating contracts and ensuring contracts are fully executed and returned to subcontractor in a timely manner
  • Updating and maintaining departmental information into database and producing project status reports
  • Setting up booths for conferences
  • Creating marketing materials i.e. flyers
  • Setting up booths at trade show conferences
  • Verifying that all subcontractors are properly licensed, insured, and current W-9’s are on file
  • Backup to accounting as needed including assisting with accounts receivables, approving and entering wire/ACH payments, payroll,
  • Executing additional ad-hoc projects as assigned


Technical proficiencies:

  • MS Office; Word, Excel, PowerPoint, Outlook
  • Monday.com (or another task/project management system)
  • HubSpot (or another CRM with experience managing)


Languages:

High preference for bilingual (Spanish)