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Administrative Coordinator

2 months ago

Dallas, Texas, United States Indio Management. Full time
Job Summary

Indio Management seeks a highly skilled and organized Administrative Assistant to provide exceptional support to our CEO/Owner. This is a unique opportunity to join a dynamic team and contribute to the success of our company.

Key Responsibilities
  • Manage email inboxes, crafting responses and alerting the CEO/Owner to important messages.
  • Coordinate calendar, travel logistics, and necessary documents for the CEO/Owner, resolving conflicts calmly and collaboratively.
  • Streamline internal communications, attend internal meetings, and record minutes.
  • Support business growth and revenue by attending sales meetings, demos, and onboarding new clients.
  • Assist with high-level projects, moving action items forward with multiple internal departments.
  • Handle confidential and non-routine information.
  • Prepare invoices, reports, memos, letters, and financial statements using Microsoft Office Suite.
  • Organize and track insurance claims, ensuring proper documentation and follow-up.
  • Coordinate corporate events and meetings, keeping track of insurance policies and registrations for company vehicles.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Manage day-to-day calendars, including organizing meetings and coordinating with attendees for schedule changes.
  • Coordinate executive-level manager appointments, meetings, receptions, and conference calls.
  • Prepare and review materials and correspondence for meetings.
  • Assist with creation/modification of presentations, spreadsheets, and other documents.
  • Make travel arrangements for executives, coordinating travel and preparing schedules/agendas.
  • Prepare and reconcile expense reports for the CEO/Owner and team members.
  • Assist with ad-hoc reports and special projects as needed.
  • Train, coach, or guide other administrative staff when required.
  • Answer phone calls and direct calls to appropriate parties or take messages.

This job description is not an exhaustive list of functions and tasks. Job functions may be added, deleted, or modified at any time by the company without prior notification.

Requirements
  • Bachelor's degree in Business Administration or related field preferred.
  • 3+ years of experience as an executive assistant, preferably supporting C-level executives.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent written and verbal communication skills.
  • Strong organizational and time management abilities.
  • Ability to maintain confidentiality and exercise discretion.
  • Detail-oriented with a proactive approach to problem-solving.
  • Equivalent combination of education and experience considered.
Preferred Background
  • Experience as a paralegal or insurance claims administrator.
  • Familiarity with legal documentation and processes.
  • Knowledge of vehicle insurance and registration processes.
  • Experience in searching for and retrieving legal documents from court systems, including understanding of legal terminology and court filing procedures.
Skills
  • Exceptional interpersonal skills and professional demeanor.
  • Ability to work independently and manage multiple priorities.
  • Strong decision-making and critical thinking skills.
  • Flexibility to work extended hours when necessary.