Executive Assistant

About the Role

As part of a team of administrative professionals, the Executive Assistant delivers a consistent and reliable level of service, with the goal of increasing productivity and efficiency within the executive office.

• Supercharges the effectiveness of the executive(s) through prioritization, goal alignment & reporting, communication, and the completion of priority items.
• Support up to three Executives of the leadership team simultaneously.
• Protects each Executive’s time through strategic and proactive calendar ownership & management.
• Establishes effective calendar & meeting processes, vetting a variety of meeting requests, ensuring each Executive is prepared for meetings and events.
• Identifies ways to expand Executive impact through communications, meetings, events, etc.
• Manages each Executive’s Inbox, if requested.
• Manages the administration and execution of select meetings and events including all logistics and the development of agendas, coordination on presentations, taking adequate notes and post‑meeting follow‑ups as needed.
• Owns the end‑to‑end cycle of expense report processing & approvals.
• Makes domestic & international travel arrangements & itineraries including flights, hotels, car services and other needs as required.
• Works closely with the EA to the CEO/Director of Executive Administration, as well as cross‑functional teams on a variety of activities and projects, communications, meetings, event planning, and office logistics.
• Partners with the other EAs to influence, implement and deliver a consistent and reliable level of service, with the goal of increasing executive productivity and efficiency as the business scales.
• Provides ad‑hoc support to other executive leaders as needed.
• Makes purchases for individuals and teams, including employee recognition & gifts.
• May be required to backup support to the Facilities lead in the Dallas office, with a focus on employee experience and culture‑building.
• Facilitates execution of key corporate documents, including coordinating signatures, routing for approvals, and tracking completion for executive, legal, tax and compliance needs.
• Gathers, organizes and submits required information and documentation for business applications, renewals, audits and other corporate processes in partnership with cross‑functional teams.
• Provides occasional support to other members of management including Directors to the three primary Executives, including preparing materials, gathering information and coordinating logistics for high‑priority initiatives.
• Provides support for other EAs as needed (covering while other EAs are out of the office).

• Collaborative, with the ability to build and maintain effective professional relationships, with a focus on maturity, integrity, confidentiality, proactive communication and resiliency.
• Strong communication skills, verbal and written, as well as keen observational and active listening skills.
• High level of organization, responsiveness, customer service skills, good judgement, ability to manage multiple, concurrent tasks and a broad understanding of business concepts.
• Ability to apply EQ to decision‑making, critical thinking and problem‑solving.
• Quickly determine and implement best practices, processes and systems.
• High degree of flexibility with the ability to take on a wide range of responsibilities.
• Curiosity and a learning mindset to support continuous growth both personally and for the business.
• A strategic mindset — ability to take detailed work into the big picture, as well as evaluate what is urgent versus important, while reacting appropriately.
• Keen observational and active listening skills.
• Ability to adapt work and communication style based on your audience.
• Demonstrates understanding of company policies and procedures and their application and impact on company operations and success.
• Strong skills in MS Outlook, Word, Excel and PowerPoint and shared collaborative tools such as SharePoint and/or One Drive for Office 365 or equivalent platform.
• Ability to quickly learn to use new software and technology as needed.
• B.A. (or equivalent degree) and 8 years of relevant work experience, or
• H.S. Diploma, A.A.…