Executive Administrative Assistant

Executive Administrative Assistant

Location:

Dallas, TX

Employment Type:

Contract Pay Rate: $30.00–$36.00/hour Work Arrangement:
Primarily Onsite | Limited Work-from-Home Flexibility May Be Available After 30 Days Schedule Flexibility:
Remote opportunities are dependent on executive schedules, administrative onsite coverage, performance, and manager discretion.

Position Overview Wheeler Staffing Partners is seeking an experienced Executive Administrative Assistant for a contract opportunity in Dallas, TX. This position provides high-level administrative support to C-suite executives and senior leadership, including Presidents, Senior Vice Presidents, Vice Presidents, and their direct reports. This is a highly visible role requiring exceptional organization, judgment, discretion, and the ability to anticipate executive needs in a fast-paced environment.

The Executive Administrative Assistant will manage complex calendars and travel, coordinate meetings, prepare expense reports, support departmental operations, and serve as a key point of contact for internal and external stakeholders. The ideal candidate brings 5–8 years of executive administrative experience, including experience supporting C-suite or executive-level leaders, and is proactive, forward-thinking, detail-oriented, and comfortable taking initiative with minimal direction.

• Provide comprehensive administrative support to C-suite executives, senior leaders, and their teams.
• Manage complex and frequently changing executive calendars, appointments, meetings, and priorities.
• Coordinate detailed domestic and/or business travel arrangements and proactively address scheduling conflicts or changes.
• Exercise sound judgment and independent decision-making when managing executive schedules and competing priorities.
• Anticipate executive needs, identify potential scheduling or administrative issues, and proactively develop solutions.
• Manage incoming calls, requests, and communications and determine appropriate routing, prioritization, and resolution.
• Complete recurring daily, weekly, and monthly administrative tasks accurately and on time.
• Prepare reports, internal control documentation, presentations, correspondence, and other executive-level materials.
• Coordinate meetings, including scheduling, conference room reservations, agendas, documents, presentations, catering, and other logistics.
• Provide basic technical assistance with conference room equipment, virtual meetings, and Microsoft Teams as needed.
• Coordinate executive travel and prepare and process expense reports using Concur.
• Review travel and expense documentation for accuracy and resolve issues before submitting for executive approval.
• Support departmental budget administration, reporting, files, vendors, supplies, and equipment.
• Coordinate onboarding and offboarding activities for employees within supported departments.
• Submit IT requests for equipment, software, phones, and other technology needs for new employees.
• Coordinate workspace assignments, training logistics, new-hire schedules, meetings, conference rooms, and related onboarding activities.
• Serve as a professional point of contact and representative for supported executives with employees, leadership, vendors, and external stakeholders.
• Proactively identify and resolve administrative issues before they escalated.
• Handle sensitive, proprietary, and confidential information with the highest level of professionalism and discretion.
• Collaborate closely with other administrative professionals to maintain appropriate onsite coverage and support broader organizational needs.
• Take ownership of new projects and administrative responsibilities as business needs evolve.

• High school diploma or equivalent…