Executive Assistant

Overview

Executive Assistant 2

Job Summary:

Talent Software Services is in search of an Executive Assistant for a contract position in Austin, TX. The opportunity will be six months with a strong chance for a long-term extension.

• Screens telephone calls and visitors, resolves inquiries and requests. Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements. Tracks operational data in a database, including financial and other reporting metrics. Uses software tools to compile data into presentation format. Maintains accurate schedule of activities of the leader/executive supported, including complex meeting coordination and may include travel arrangements.
  
  Independently prepares presentations and recurring reports. Coordinates special projects and department activities. Coordinates office functions with other departments.
• Determines methods and procedures on new assignments and may provide guidance to other personnel. Works under limited supervision on assignments that are complex in nature where considerable judgment and initiative are required in resolving problems and making recommendations under tight deadlines. Works on problems where facts may be incomplete or not readily usable, where further inquiry and investigation is necessary to define problems and proceed.
  
  Uses professional concepts, sound judgment and company policies and procedures to solve routine problems. Supports Vice President. Routine work requires no instruction and general instructions are given for new assignments. Receives, screens and handles telephone calls, incoming mail, publications and other correspondence, some of which may be confidential or sensitive. Makes travel and lodging arrangements as required while monitoring vacations, schedules and calendars.
  
  Organizes meetings and meeting logistics. Drafts own responses based on knowledge of the organization’s policy, procedures or particular situation. Has knowledge of organizational structure and maintains organizational charts. Interacts and establishes networking relationships with outside customers, high-level executives and administrative assistants in a professional manner. Prepares memoranda, reports and other materials for staff and business meetings. May attend staff meetings, take and distribute minutes and follow up on action items.
  
  Maintains and analyzes files and records which often contain information of a confidential nature.
• Delivering solutions for customers around the globe takes huge vision - but it's our eye for detail that drives us forward. Professionals in our Administrative Support team take care of the vital details that keep our business running smoothly, worldwide. Diverse departments rely on our team for all kinds of administrative assistance and secretarial duties - from preparing correspondence, presentations and reports, to maintaining confidential, business-critical records and information.
• Provides 2-3 executives in the Global Operations organization with daily calendar assistance.
• Make travel and lodging arrangements as required while monitoring vacations, schedules, and calendars.
• Organizes meetings and meeting logistics.
• Has knowledge of the organizational structure and maintains organizational charts.
• Interacts and establishes networking relationships with executives and administrative assistants in a professional manner.

• Demonstrate the ability to work on problems where facts may be incomplete and further investigation is necessary to define problems and proceed.
• Demonstrate the ability to work on assignments that are moderately complex in nature where judgment is required in resolving problems and making routine recommendations.
• Demonstrate the ability to work independently.
• Strong interpersonal skills
• Strong communication skills
• Advanced knowledge of Windows and Microsoft Office

• 5-7 years of executive-level support experience

If this job is a match for your background, we would be honoured to receive your application!

Providing consulting opportunities to TALENTed people since 1987, we offer a host of opportunities, including contract, contract to hire, and permanent placement. Let's talk!