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Executive Administrative Assistant

2 months ago

Dallas Texas, United States Oak View Group Full time
Job Summary

We are seeking an experienced and highly skilled Executive Administrative Assistant to provide administrative support to the Human Resources and Administration team at Oak View Group. The successful candidate will be responsible for providing clerical support to the executive team, supervising administrative staff, and ensuring the front desk is covered during business hours.

Key Responsibilities
  • Provide independent administrative support to the General Manager and Assistant General Managers to maximize executive productivity and ensure department efficiency.
  • Supervise administrative personnel and ensure the front desk is covered during all operational hours.
  • Effectively manage the General Manager and Assistant General Managers' calendars, scheduling appointments and arranging travel itineraries as necessary.
  • Prepare clear, concise, and timely reports, presentations, correspondence, and other written materials.
  • Establish and maintain effective working relationships with stakeholders, creating agendas and recording meeting minutes.
  • Prepare weekly reports for the City of Dallas, ensuring timely input from all departments.
  • Assist the Human Resources team in facilitating human resources responsibilities, events, or meetings.
  • Provide accounting support to company departments, reconciling sales reports and overseeing document coding.
  • Provide general office and clerical support, including preparation of weekly packages to corporate, copying, filing, correspondence, and telephone inquiries.
  • Work with the Assistant General Manager to coordinate construction, demolition, and renovation schedules, with experience in change orders and planning.
Requirements
  • Bachelor's degree or equivalent required.
  • A minimum of 4 years of experience providing administrative support to executive teams.
  • A minimum of 2 years of previous supervisory experience.
  • Consistent and reliable attention to detail, accuracy, and validity.
  • Experience working in a construction or renovation environment is a plus.
  • Ability to multi-task in a fluid, event-driven environment and work well under pressure.
  • Excellent organizational and time management skills, with the ability to delegate tasks as required.
  • High level of proficiency with Microsoft Office, with experience with Canva and Adobe a plus.
  • Extensive experience preparing spreadsheets and reports.
  • Ability to adhere to the highest standards of ethics, integrity, professionalism, and discretion.
  • Ability to work extended hours, including evenings, weekends, and holidays, as required by business necessity.
  • Excellent written and verbal communication skills.
  • Ability to adapt to new concepts and exhibit resourcefulness in problem-solving.