Senior Executive Assistant

2 weeks ago

Dallas, Texas, United States Hoya Vision Care Full time

Position Title: Senior Executive Assistant

Location: Hoya Vision Care Headquarters

Reporting To: President, Hoya Vision Care, North America

Position Overview

We are in search of a dedicated and meticulous Senior Executive Assistant to deliver comprehensive support to our Executive leadership, particularly the President of Hoya Vision Care, North America. This position encompasses a variety of tasks, including administrative assistance, travel logistics, expense oversight, and meeting organization. The ideal candidate will demonstrate exceptional organizational capabilities, effective communication skills, and a solid grasp of executive support operations.

Primary Responsibilities

Global Budget Approval Process Assistance:

  • Provide answers and backup support as necessary
  • Conduct research and calculate repayment figures, draft repayment correspondence, and prepare relevant documentation
  • Initiate and submit requests for authorization
  • Act as North America Gatekeeper by entering and submitting for pre-review of submissions prior to Global Approval
  • Manage Pre-Review submissions and facilitate the transition to Global Approval
  • Address inquiries and offer guidance related to these processes

Executive Calendar Oversight:

  • Update and manage the Executive's calendar for both internal and external engagements, tracking time off and travel arrangements
  • Organize and coordinate North America Monthly Meetings
  • Arrange and facilitate Quarterly Leadership Meetings
  • Coordinate events and time off for the Leadership team, including communication of availability

Travel Coordination:

  • Utilize travel management tools to book, modify, and cancel travel for the President and occasionally other Executives and guests
  • Resolve travel-related challenges with the travel management system
  • Collaborate with the Travel Coordination Leader on travel-related inquiries and issues
  • Review and authorize travel arrangements for direct reports and others as necessary

Expense and Certification Oversight:

  • Utilize expense management software to approve expense reports on behalf of the President
  • Assist with expense reports for other Executives as required
  • Work with the Expense Coordination Leader to resolve any questions or issues related to expenses
  • Review and approve Purchase Orders and Budget Approvals

Meeting Organization:

  • Ensure conference rooms are reserved, prepared, and organized according to meeting requirements
  • Order and maintain adequate levels of meeting and office supplies
  • Coordinate catering services and manage the cleanup of meeting venues

Daily Responsibilities:

  • Review and approve daily requests and submissions
  • Sort and distribute mail; manage delivery and coordination for pickups, storage, and returns
  • Monitor restrooms and replenish supplies as necessary
  • Restock refrigerators in designated areas
  • Coordinate and ensure resolution of maintenance concerns

Monthly Responsibilities:

  • CXO Templates: Update templates, send update requests, and remind relevant personnel
  • Agenda/Minutes: Send reminder emails to the monthly Agenda/Chair and minutes taker regarding their duties
  • Meeting Scheduling: Organize quarterly offsite leadership meetings, including invitations and activities
  • Office Supplies: Manage the office supply room, ensuring cleanliness and organization

Qualifications:

  • Education: High school diploma or equivalent required; associate's degree or higher preferred.
  • Experience: Proven experience as an Executive Assistant or in a similar administrative capacity; familiarity with office management systems and procedures; proficiency in MS Office and relevant software.

Skills:

Interpersonal Skills: Ability to handle sensitive information with discretion and negotiate diplomatically.

Analytical Skills: Capability to analyze data and present findings clearly.

Leadership Skills: Ability to lead small teams or coordinate cross-functional projects.

Cultural Competency: Understanding of cultural differences when interacting with international stakeholders.

Adaptability: Ability to manage changing priorities and multiple responsibilities effectively.

Problem-Solving: Strong critical thinking skills to address unforeseen challenges and provide proactive solutions.

Additional Requirements:

  • Flexibility to work varied hours as needed
  • Capacity to manage a high volume of tasks with precision and efficiency

  • Senior Executive Assistant

    2 weeks ago

    Dallas, Texas, United States Staffing Now Full time

    Company OverviewStaffing Now is thrilled to present an exciting opportunity with a prestigious hedge fund known for its excellence and longevity in the industry. This organization fosters a vibrant and fast-paced work environment that emphasizes professional development, competitive benefits, and a supportive organizational structure.Position SummaryWe are...

  • Senior Executive Assistant

    2 weeks ago

    Dallas, Texas, United States Staffing Now Full time

    Company OverviewStaffing Now is thrilled to collaborate with a prestigious and highly regarded hedge fund. This opportunity allows you to be part of a vibrant and fast-paced organization that offers substantial learning and career advancement prospects, competitive benefits, and an engaging work atmosphere.Position SummaryWe are currently seeking an...

  • Senior Executive Assistant

    2 weeks ago

    Dallas, Texas, United States Staffing Now Full time

    About the OpportunitySNI Companies is thrilled to announce a collaboration with one of the most esteemed and long-established hedge funds globally. This presents an exceptional opportunity to become part of a vibrant and fast-paced organization that offers substantial learning and career advancement prospects, competitive benefits, and an engaging work...

  • Senior Executive Assistant

    2 weeks ago

    Dallas, Texas, United States Private Equity Firm Full time

    Job OverviewWe are looking for a Senior Executive Assistant to provide comprehensive personal administrative support to one of our top executives within a Private Equity Firm. This role demands a high level of professionalism and discretion.Key Responsibilities:Manage the executive's administrative tasks efficientlyCoordinate and schedule meetings and...

  • Senior Executive Assistant

    2 weeks ago

    Dallas, Texas, United States Hoya Vision Care Full time

    Position Title: Senior Executive AssistantLocation: Hoya Vision Care HeadquartersReports To: President, Hoya Vision Care, North AmericaPosition OverviewWe are looking for a dedicated and meticulous Senior Executive Assistant to support our Executive leadership, particularly the President of Hoya Vision Care, North America. This position encompasses a variety...

  • C-Suite Executive Assistant

    1 week ago

    Dallas, Texas, United States Northbound Executive Search Full time

    Northbound Executive Search is seeking a committed and resourceful Executive Assistant to provide essential support to a high-level executive. This role is pivotal in ensuring smooth operations within a dynamic corporate environment.Ideal candidates will possess at least 5 years of experience as an Executive Assistant, particularly within the finance or...

  • Personal Assistant to Senior Executive

    1 week ago

    Dallas, Texas, United States STRIVE Full time

    Job Summary:STRIVE, a leading commercial real estate brokerage firm, is seeking a highly skilled and experienced Executive Support Specialist to join our team. As a key member of our executive team, you will provide exceptional administrative support to our senior executives, ensuring seamless day-to-day operations and strategic initiatives.Key...

  • Senior Executive Administrator

    2 weeks ago

    Dallas, Texas, United States Staffing Now Full time

    Company OverviewSNI Companies is proud to partner with a prestigious and well-established hedge fund, recognized globally for its excellence. This is an exceptional opportunity to become part of a vibrant and fast-moving organization that offers extensive learning and career advancement prospects, competitive benefits, and a stimulating work...

  • Senior Executive Administrator

    2 weeks ago

    Dallas, Texas, United States Ultimate Staffing Services Full time

    Position OverviewUltimate Staffing Services is in search of a dedicated and detail-oriented Senior Executive Administrator to deliver extensive support to our executive leadership team. The successful candidate will demonstrate outstanding communication abilities, meticulous attention to detail, and the capacity to manage various responsibilities effectively...

  • Senior Executive Administrator

    1 week ago

    Dallas, Texas, United States Wheeler Staffing Partners Full time

    Senior Executive Administrator (Contract)Position Type: ContractLocation: 100% OnsiteThe Senior Executive Administrator plays a pivotal role in the Administration Department, providing essential support to the executive leadership and ensuring the efficient functioning of administrative operations. This contract role demands a sophisticated and professional...

  • Senior Executive Support Specialist

    2 weeks ago

    Dallas, Texas, United States Staffing Now Full time

    Company OverviewSNI Companies is proud to partner with a leading hedge fund recognized for its excellence and longevity in the industry. This is an exceptional opportunity to become part of a vibrant and fast-paced organization that emphasizes professional development, competitive benefits, and a collaborative work environment.Position SummaryWe are...

  • Senior Account Executive

    1 month ago

    Dallas, Texas, United States Alera Group Full time

    Alera Group Texas is seeking a Senior Account Executive/Team Lead to join their Employee Benefits TeamThe Senior Account Executive will be responsible for managing and servicing a book of business within Alera Group Houston, Austin and San Antonio markets while also assisting in the growth of this book of business.It is expected that this person will be...

  • Senior Care Assistant

    2 weeks ago

    Dallas, Texas, United States Capital Senior Living Full time

    Position OverviewJoin our dedicated team at Capital Senior Living, where we prioritize compassionate care for our residents. We provide a robust benefits package that includes competitive compensation, comprehensive health and dental coverage, a 401k plan with company contributions, and much more.As a leading provider of senior living services, we are...

  • Caregiver - Senior Living Assistant

    2 days ago

    Dallas, Texas, United States Sunrise Senior Living Full time

    About the RoleWe are seeking a compassionate and dedicated Caregiver to join our team at Sunrise Senior Living. As a Caregiver, you will play a vital role in providing exceptional care and support to our residents, ensuring their physical, emotional, and social needs are met.ResponsibilitiesBuild meaningful relationships with residents and their families,...

  • Senior Sales Account Executive

    1 week ago

    Dallas, Texas, United States Sharp Electronics (US) Full time

    Senior Sales Account ExecutiveSharp Business Systems is seeking a highly motivated and experienced Senior Sales Account Executive to join our team. As a key member of our sales team, you will be responsible for executing new business strategy and managing interactions with existing customers to increase sales of our products and services.Key...

  • Senior Director of Public Affairs

    1 week ago

    Dallas, Texas, United States Other Executive Full time

    The Senior Director of Government Relations is responsible for implementing a thorough strategy for government engagement, focusing on interactions with elected officials and influential leaders.KEY RESPONSIBILITIES:Evaluate potential legislative and regulatory challenges, assessing their impact on the organization and identifying strategic...

  • Senior Director of Public Affairs

    7 days ago

    Dallas, Texas, United States Other Executive Full time

    The Senior Director of Public Affairs is responsible for implementing a robust strategy for government relations, focusing on engagement with elected officials and influential leaders across various levels.POSITION OVERVIEW:Evaluate potential legislative and regulatory challenges, assessing their impact on the organization and identifying strategic...

  • Executive Assistant

    3 weeks ago

    Dallas, Texas, United States Marsh Full time

    Department: AdminStatus: non-exemptReports To: VP of Retirement ServicesSummaryUnder the supervision of the VP of Retirement Services, this position will provide support to Executive Leadership in the Marsh & McLennan Agency Southwest regional office. Successful candidates will be proactive, organized and work well with all levels of internal management and...

  • Senior Account Executive

    4 days ago

    Dallas, Texas, United States The Judge Group Full time

    About The Judge GroupThe Judge Group is a leading international professional services firm that provides technology consulting, staffing solutions, corporate training, and human capital management services. With over 50 years of experience, we have established a strong reputation for delivering high-quality solutions to our clients.Job SummaryWe are seeking...

  • Executive Chef Assistant

    3 days ago

    Dallas, Texas, United States Thomas Cuisine Full time

    Job SummaryThomas Cuisine is seeking a highly skilled and experienced Sous Chef to join our team. As a key member of our culinary operations, you will assist the Executive Chef in leading the production of food, implementing systematic production methods, and ensuring the highest quality standards.Key ResponsibilitiesAssist the Executive Chef in planning and...