Executive Assistant; Dallas, TX

Description

Austin Industries is one of the nation’s largest, most diversified U.S.

-based construction companies.

• Provide high-level administrative support to the CEO as well as other senior leaders of the company.
• Support the CEO with logistics and preparation for high-level meetings (e.g., Board of Directors, Leadership Retreats, Key Managers), including compiling materials, coordinating venues, assisting with technology, and adjusting schedule as needed.
• Interface with key personnel throughout the company to maintain a congenial working relationship with employee-owners, outside clients, and suppliers.
• Open offices, prepare workstations, and review communications (emails, calls, calendars) daily to flag urgent items.
• Maintain executive calendar, schedule appointments for luncheons, meetings, etc. and screen all proposed meetings.
• Coordinate arrangements for company meetings including obtaining meeting space, notifying attendees, scheduling catering, etc.
• Conduct research to keep senior leaders of the company up to date on items pertinent to Austin Industries.
• Screen visitors and callers to avoid unnecessary burdens on the CEO’s time.
• Handle travel arrangements for the CEO. Contact travel agency, schedule flights, hotels and car rentals. Provide detailed itinerary for reference.
• Schedule the conference room for management courses; follow up to assure participant's attendance at scheduled seminars.
• Communicate regularly with executives, CFO admin, and Key Managers for PTO and Out of Office notification/planning if necessary.
• Serve as a contact/resource to provide information pertaining to various special events and employee-owner-related functions.
• Assist in the preparation of special projects, projects include power point presentations, departmental budgets, manuals, or classroom materials.

• Liaise with Operations, People Dept., Legal, and IT to support planning, initiatives, and communication.
• Maintain shared folders and manage document filing, distribution, and security.
• Oversee the boardroom and copy room to ensure proper functionality.
• Manage office supplies (letterhead, envelopes, etc.) and breakroom supplies.

• Serve as the point of contact for internal and external stakeholders, managing access to the CEO.
• Schedule and coordinate meetings, luncheons, and special events, including logistics and catering.

• Serve in an "as needed" capacity as back-up to other departments.
• Engage in ongoing professional development to stay current with business tools and practices.
• Perform other duties as assigned.

• Seeking at least five years’ comparable executive support experience.
• Background should include preparation of spreadsheets, graphs and charts, desktop publishing, and presentation materials.
• Expertise in the Microsoft Office Suite, excellent verbal and written skills, and strong organizational skills.
• Professional, upbeat, energetic, takes initiative, dependable, and takes pride in work.
• Must be extremely efficient, organized and resourceful.
• Ability to work overtime as needed.

We offer excellent benefits including medical, dental, life and disability insurance, and a matching 401K plan. We are proud to be a 100% Employee-Owned Company. To learn more about our employee-ownership structure, please go to  .

Austin Industries is an Equal Opportunity Employer.

See the "Know Your Rights" poster available in English (https://(Use the "Apply for this Job" box below).) and Spanish (https://).