Executive Assistant

2 days ago

Dallas, Texas, United States Dynamic Mechanical Solutions Full time

Job Overview

We are seeking a dynamic and highly organized Executive Assistant to provide comprehensive administrative support to our leadership team. This role is vital in ensuring smooth daily operations, managing complex schedules, coordinating projects, and maintaining an efficient office environment. The ideal candidate will demonstrate exceptional organizational skills, proactive problem-solving abilities, and a positive attitude to help drive the success of our organization. This paid position offers an exciting opportunity to work in a fast-paced environment where your contributions directly impact our operational excellence.

Responsibilities

  • Manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements using tools such as Microsoft Outlook Calendar and Service Fusion.
  • Prepare, proofread, and transcribe documents, reports, and correspondence with accuracy and attention to detail.
  • Organize and facilitate company events, meetings, and conferences through event planning expertise.
  • Handle incoming calls with professional phone etiquette, screen inquiries, and direct communications appropriately via multi-line phone systems.
  • Maintain office supplies inventory, oversee filing systems, and ensure a well-organized workspace for optimal efficiency.
  • Support bookkeeping tasks using QuickBooks or similar accounting software, including data entry and basic bookkeeping functions.
  • Assist with project coordination by tracking deadlines, preparing agendas, taking minutes, and following up on action items.
  • Manage personal assistant duties such as managing personal schedules or errands as needed to support executive productivity.
  • Utilize office management skills to streamline administrative processes and improve overall workflow.
  • Ensure confidentiality of sensitive information while providing exceptional executive administrative support.
  • Assisting the owner with daily tasks and facilitating assistance where needed.

Experience

  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and data entry tools.
  • Demonstrated experience with calendar management software such as Microsoft Outlook Calendar or Google Calendar.
  • Familiarity with bookkeeping software like QuickBooks and basic accounting principles for bookkeeping tasks.
  • Experience coordinating events or projects from inception to completion with excellent organizational skills.
  • Exceptional typing speed combined with proofreading and transcription abilities for accurate document preparation.
  • Excellent customer service skills along with professional phone etiquette across multi-line phone systems.
  • Ability to handle multiple priorities efficiently while maintaining attention to detail in a fast-paced environment. Join us in this exciting role where your organizational talent and proactive approach will help shape our success

Job Type: Full-time

Pay: $45, $55,000.00 per year

Benefits:

  • Dental insurance
  • Flexible schedule
  • Health insurance
  • Paid time off
  • Professional development assistance
  • Vision insurance

Work Location: In person

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