Executive Assistant​/Office Coordinator

Executive Assistant / Office Coordinator

Performs diversified, confidential, and a highly responsible level of professional administrative services in support of multiple executives. Work assignments can be complex and varied in nature where creativity and independent judgment, tact, and initiative are required in planning events and travel, interfacing with business leaders, and resolving administrative problems. Under both general and limited supervision, the Executive Assistant will need to exercise independent judgment in making administrative decisions and acts on behalf the executives supported based on their requests, needs, and preferences.

They will need to be well versed and knowledgeable of compliance with organization policies, practices, personnel & corporate activities. This role will also provide periodic office management and operational support for the Dallas headquarters office, including coordination of office services, handling incoming mail/packages, and ensuring the office remains organized and operational for employees and visitors.

Essential Functions:

• Administrative Support:
  • Handle sensitive and confidential information:
    Exercise discretion in managing sensitive information and maintain confidentiality.
  • Establish priorities and resolve day-to-day operational issues:
    Identify and prioritize tasks to ensure efficient workflow and address operational challenges.
  • Strategize to optimize executive’s time:
    Develop strategies to enhance the time management on both macro and micro levels.
• Meet and Event Planning
  • Plan and organize meetings and events:
    Coordinate logistics, create agendas, and manage participants for various meetings and events.
  • Research and recommend venues:
    Identify suitable locations and compare options for events and conferences.
  • Manage attendee lists:
    Maintain lists of attendees and confirmations for off-site meetings and conferences.
  • Provide onsite support:
    Offer on-site assistance as required for various events and activities.
  • Coordinate company events:
    Research, negotiate, and execute company events to ensure successful and memorable experiences.
• Travel Coordination
  • Coordinate domestic and international travel arrangements:
    Arrange travel schedules, accommodations, and transportation for executives.
  • Act as a liaison between travelers and corporate travel services to facilitate seamless travel experiences.
• Liaison and Information Management
  • Serve as a professional liaison:
    Act as a professional point of contact between executives, managers, visitors, and external contacts.
  • Fulfill information requests:
    Respond to inquiries and requests for information from internal and external sources.
  • Manage CG Connect information:
    Maintain and manage information on the CG Connect platform.
• Calendar Management
  • Schedule and maintain calendars:
    Manage executives’ calendars, scheduling appointments, meetings, and events efficiently.
• Data Management and Analysis
  • Compile and analyze data:
    Gather and analyze data to prepare reports and presentations for executives.
  • Update and manage databases:
    Maintain and organize data in databases for easy access and retrieval.
• Office and Facilities Support in Dallas
  • Serve as a point of contact for the Dallas headquarters office and provide periodic onsite office management support.
  • Retrieve, sort, distribute, and process incoming mail and packages for the organization.
  • Coordinate office vendors, supplies, maintenance requests, and general workplace operations as needed.
  • Support onsite logistics for executive meetings, employee visits, and company events held at the Dallas office.
  • Manage contracts:
    Provide Docu Sign assistance, handle purchase orders (PO), contract authorization forms (CAF), master service agreements (MSA), and customer service agreements (CSA) to ensure compliance and efficiency.
• Additional Duties
  • Provide sick and vacation coverage:
    Fill in for colleagues during sick and/or vacation leaves.
  • Research corporate discounts:
    Identify and secure discounts for corporate services.
  • Provide ad hoc support to Sr. EAs and the MSL Team:
    Assist Sr Executive Assistants and the MSL Team as needed.

Qualifications:

• High School Graduate with two (2) years of Post High…