Executive Assistant | Fort Worth, TX

Description

The Executive Assistant provides a wide range of complex office administration and support to Senior Executive Staff, which could include CEO, COO, CFO and Presidents, in order to maximize the productivity of the executive staff and ensure smooth and efficient executive office operations.

This position maintains the highest standard of professionalism, confidentiality, accuracy and timeliness. The Executive Assistant acts as Gatekeeper for the Executive Staff, managing calendars, travel schedules and handling lower priority tasks for them whenever possible, in addition to a wide variety of other duties.

Headquartered in Fort Worth, TX, TTI, Inc. is the world's leading authorized distributor of passive, connector, electromechanical and discrete components. Celebrating more than 50 years, this Berkshire Hathaway company is ever-growing and has over 100 locations in North America, Europe, and Asia! Join a winning team in a growing global organization!

• Maintains information and records of a highly sensitive and confidential nature.
• Acts as point of contact among executives, direct reports and other external partners. Represents the executives to others, by building and maintaining relationships with internal and external contacts.
• Provides effective telephone support for Executives; assisting caller if possible or routing call if needed; and by producing detailed, error free messages.
• Provides effective communications support for executive staff by creating and distributing correspondence as requested.
• Provides effective mail support for executives by opening and screening all mail, eliminating junk mail, routing or responding to mail if possible and by sorting and elevating mail based on urgency. Position also processes outgoing mail in the most efficient, cost effective manner.
• Provides effective calendar management by scheduling meetings and conference rooms and maintaining calendars to ensure conflicts are minimized and meetings are prioritized. Provides clear and timely communication to all parties related to above to maximize executive's productivity. Ensures meeting room is prepped and equipment ready. Plan and order catering when appropriate.
• Supports executives with general clerical needs including, but not limited to, establishing and maintaining files, copying, faxing, routing and distributing information.
• Attends management meetings, prepares agendas and provides attendee notes, following up on action items.
• Acts as main corporate liaison with flight services for corporate jet. Duties include coordinating travel for executives and direct reports by scheduling the jet, arranging catering and ground transportation and other special requests with flight services. Prioritizes trips when there are conflicts and makes alternate arrangements when necessary. Provides clear and timely communication to all passengers as well as flight services to ensure there are no issues.
• Plans and books domestic and international travel based on meeting agendas and business needs. Coordinates with internal and external partners to ensure a smooth and uneventful travel experience for the executive.
• Assists with project management by following up on projects and tasks assigned to senior staff and management.
• Provide reporting and financial analysis as requested by executive staff. Compile and distribute scheduled and ad-hoc reports. Prepare presentations, charts, graphics, etc., as needed.
• Ensures accurate billing from local hotels by reviewing and approving all invoices.
• Act as corporate liaison with local hotels to make site visits and negotiate corporate rates to increase our offering to business travelers.
• Acts as office manager by ensuring adequate stocking of office supplies for executive staff by reviewing inventory in stock, reviewing needs and by coordinating the placement of orders. Makes changes to requirements as deemed appropriate. Requests action as necessary from IS and Facilities Departments to improve/replace/correct issues.
• Plan and coordinate executive events to take place outside of the work place. Chooses venue and details, negotiates pricing, signs contracts and acts as corporate contact and onsite host. Responsible for creating and adhering to budget when applicable.
• Corporate Liaison for Texas Rangers Suite, building and maintaining relationships with Texas Rangers staff at all levels to ensure TTI's needs are met and escalated when necessary. Communicate with Texas Ranger staff regarding events, catering, stocking, "celebrity" visits and a variety of other details. Manage TTI employee purchase program, departmental game and entertainment requests to ensure a balance, prioritizing and ensuring that the CEO's vision for this program is met at all times.
  
  Collect and balance cash received and ensure audit trail is in place.
• Responsibility for interviewing, hiring, training and supervising additional administrative staff in the executive office. Acts in a mentor role, providing…