Administrative Assistant

Administrative Assistant / Executive Support Specialist

Location: Irving, TX 75039
Schedule: Monday-Friday, 8:00 AM - 5:00 PM
Pay Rate: $25/hour
Contract: 2 - 3 months

Summary

The Executive Assistant is responsible for providing high-level administrative and organizational support to senior leadership. This role requires strong initiative, discretion, and judgment in handling confidential information and managing a broad range of administrative tasks. The Executive Assistant acts as a liaison between executives, internal teams, board members, partners, and external stakeholders, ensuring smooth daily operations and professional communication on behalf of the leadership team.

Responsibilities

• Manage and maintain executive calendars, schedule meetings, and coordinate appointments. Exercise independent judgment to prioritize, reschedule, or decline appointments as needed.
• Plan and coordinate administrative and board-level meetings, including logistics such as room scheduling, catering, agenda preparation, and meeting minutes.
• Provide professional reception and communication support-handle inquiries with tact and resolve issues independently when possible.
• Review and manage incoming correspondence; determine priority, ensure document accuracy, summarize key information, and prepare responses as appropriate.
• Draft and edit correspondence, reports, and presentations requiring familiarity with organizational policies and procedures.
• Organize and maintain complex filing systems (both digital and physical) to ensure efficient information retrieval.
• Arrange complex domestic and international travel itineraries for executives, including transportation, lodging, and meeting coordination.
• Serve as a liaison between executives and internal/external contacts to facilitate information flow and timely responses.
• Provide guidance and training to administrative staff; may oversee clerical personnel as needed.
• Maintain confidentiality and ensure compliance with all applicable company policies, procedures, and regulatory standards.
• Demonstrate excellent communication, organization, and time-management skills.
• Perform additional duties and special projects as assigned.

Qualifications

• Education: High school diploma or equivalent required.
• Experience: Minimum of 3 years of experience in administrative, office, or calendar management roles supporting executives or senior managers.
• Certifications (Preferred):
  • Certified Administrative Professional (CAP)
  • Professional Administrative Certification of Excellence (PACE)
• Skills:
  • Strong organizational and multitasking abilities
  • Excellent verbal and written communication skills
  • Proficiency in Microsoft Office Suite and calendar management tools
  • Professional discretion and the ability to handle sensitive information
    
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