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Executive Assistant
3 months ago
Dallas Market Center is looking for an organized, responsible, adaptable, and professional Executive Assistant to support both the Chief Operating Officer and the broader Marketing team. This individual will be responsible for providing effective and efficient corporate support, from managing calendars to sorting files to submitting expense reports to answering phones. This individual will also provide operational support for many DMC events, including coordinating space, signage, communication, and food and beverage orders. They will act as a liaison with the COO’s direct reports to synthesize and prioritize needs and requests.
Position Description:
- Effectively organizes and prioritizes large volumes of information (files, database, etc.); communicates related information to the COO; answers and responds to phone calls in a timely and efficient manner.
- Manage the COO and direct reports’ schedules; responsible for scheduling large group meetings, based on individual calendar availability.
- Monitors and submits time sheets, manages individual comp time earned and used for COO’s direct reports.
- Submits expense reports for COO and direct reports.
- Build agendas for meetings in partnership with COO and direct reports; print copies and make available to groups.
- Coordinates meetings with staff, retailers, buying groups, exhibitors and other 3rd parties as needed, including scheduling, reserving room(s), ordering signage, communicating details, and ordering, setting up, and replenishing food & beverage needs as applicable.
- Serve as main point of contact for select VIPs on campus, addressing needs and escalating issues as needed.
- Work with Marketing & Event teams to book VIP partners, speakers, and buyers’ travel arrangements as needed.
- Double check sections of DMC website for accuracy and updates.
- Reads all applicable trade publications and pulls articles for review.
- Interacts and communicates with individuals at all levels of the organization.
- Pick up lunch and coffee as needed.
- Provides backup support to other Executive Assistants.
- Other related duties as assigned.
Required Education:
- Bachelor’s degree preferred
Required Experience:
- 5-7 years of executive administrative/office experience.
- Must be able to multi-task in a fast-paced environment.
- Must have a professional demeanor and possess a high level of confidentiality.
- Proficiency in Microsoft Office: Excel, PowerPoint, Word, Outlook.
Physical Requirements:
- Office Environment- Ability to sit for majority of work shift.
- Ability to lift up to 20lbs.
Required Core Competencies:
- Project management experience.
- Capable of process management for activities
- Expert computer knowledge and experience and ability to learn new software programs as needed
Additional Required Competencies:
- Communication: Effectively listens to others and makes clear and effective oral presentations to individuals and groups regarding work-unit or organization issues. Communicates effectively in writing; is clear, concise and easily understood.
- Conflict Management: Anticipates or seeks to resolve confrontations, disagreements, or complaints in a constructive manner.
- Customer Focus: Adapts and maintains a customer-focus mindset that acknowledges the importance and value of the customer, and acts accordingly.
- Decisiveness: Assesses risks and takes the appropriate actions needed to achieve work-unit objectives within appropriate time frames.
- Evaluation: Monitors work-unit programs, evaluates outcomes, and improves organizational efficiency and effectiveness.
- Financial Management and Responsibility: Prepares, justifies, and defends the work-unit budget required to achieve unit objectives; monitors profits and expenses to ensure sound fiscal responsibility.
- Flexibility: Adapts to change in the work environment in ways that help work-unit staff keep projects “on course.”
- Integrity: Firmly adheres to a code of moral values; is honest and forthright in actions and words.
- Interpersonal Skills: Considers and appropriately responds to the needs, feelings, capabilities, and interests of others.
- Problem Solving: Recognizes and defines problems; challenges others to identify alternative solutions, and plans to solve those problems.
- Resource Utilization: Responsibly spends financial resources in ways that result in ultimate accomplishment of work-unit or organizational objectives. Effectively and efficiently uses materials, supplies, equipment, systems or organization facilities.
- Self-Management: Engages in the effective use of self-assessment and self-management techniques in order to proactively and continuously improve own performance. Exhibits full responsibility for one’s own work achievements and consistently maintains a high level of self-management that contributes to sustained high performance.
- Time Management: Effectively uses the time available to complete work tasks and activities that lead to the achievement of expected work objectives (as results or outputs).
