Executive Administrative Assistant

Executive Administrative Assistant

  Not Disclosed

  Irving, TX

  12 Months

  Not Disclosed

  Not Disclosed

  Manufacturing

Job Description

Description:

Summary:

The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.

Position’s Contributions to Work Group:

Management of calendars, travel arrangements and expense books is the main priority. Maintaining schedules for Steve Turner for weekly staff meetings, all employee meetings, one on one schedules and overall meeting schedule. Maintain collaboration between teams by scheduling rooms for local meetings


Job Responsibilities:

Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Review and approve invoices, reports, memos, letters, financial statements, and other documents.
Review and approve corporate documents, records, and reports.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Prepare agendas and make arrangements for committee, board and other meetings.

Skills:

Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
Expert ability to work independently and manage one’s time.
Expert ability to keep information organized and confidential.
Expert ability in event planning, budgeting, etc.
Expert leadership and mentoring skills necessary to provide support and constructive performance feedback.
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:

High school diploma or GED required.
10+ years experience required.
Experience working with executives required.
Open to all degree’s

Typical task breakdown:

In this role, you'll manage executive calendars, travel, and logistics, ensuring that meetings and deadlines are well organized and priorities are met. Routine responsibilities include preparing agendas, supporting major team initiatives, and facilitating communication across departments. Your organizational skills will be key to handling confidential information, coordinating large-scale projects, and maintaining seamless day-to-day operations. By supporting client leaders, you’ll help create a collaborative environment that drives client’s Electric Power Division forward.

Interaction with team:

You will primarily interact with the Director of Global Retail Electric Power Solution Sales and Marketing, and Director of Energy Services. These leaders rely on your support to ensure their schedules, meetings, and communications are well coordinated. Your day-to-day collaboration with them will provide valuable insight into client priorities and key business initiatives. Beyond these two directors, you'll work closely with a diverse team, facilitating smooth cooperation between different departments. This ongoing interaction enables you to understand the broader organizational landscape and become an essential link connecting leadership with various internal and external stakeholders.

Work environment:

You’ll work in a professional environment closely aligned with other administrative assistants within the client, fostering strong collaboration and support. The role is part of a growing team at client, offering opportunities to engage with colleagues on your floor and across the organization.

Top 3 Skills:

Exceptional Organizational Abilities: Proven talent for managing multiple tasks, schedules, and priorities efficiently in a fast-paced environment.
Strong Communication Skills: Ability to convey information clearly and professionally, both verbally and in writing, while interacting with diverse teams and stakeholders.
Advanced Problem-Solving and Initiative: Resourcefulness in addressing challenges, anticipating needs, and proactively supporting the smooth operation of the client.

Additional Technical Skills

Proficiency with Office Software: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with Google Workspace tools.
Calendar and Schedule Management: Expertise in managing digital calendars, coordinating meetings, and organizing travel arrangements using scheduling software.
Document Preparation and Management: Ability to create, edit, and maintain a wide variety of documents, spreadsheets, and presentations with accuracy and attention to detail.
Data Entry and Database Management: Skilled in accurate data input, data verification, and the use of office databases and CRM systems.
Communication Tools: Proficient in using email platforms, video conferencing applications (such as Zoom and Teams), and collaboration tools like Slack or Microsoft Teams.
File Organization and Digital Filing Systems: Knowledge of electronic filing systems, cloud storage solutions, and document retrieval protocols.
Basic Bookkeeping: Experience with expense tracking, invoice processing, and basic financial recordkeeping using tools like QuickBooks or Excel.

Soft Skills

Strong Communication: Excellent verbal and written communication, with the ability to interact professionally with colleagues, clients, and stakeholders.
Time Management: Ability to prioritize tasks, manage multiple deadlines, and adapt quickly to changing schedules.
Attention to Detail: High level of accuracy and thoroughness in all aspects of administrative work.
Problem-Solving: Resourceful and proactive in identifying and addressing challenges in the workplace.
Discretion and Confidentiality: Maintains confidentiality with sensitive information and exercises good judgment at all times.
Adaptability: Comfortable in fast-paced environments and open to learning new tools and processes.
Interpersonal Skills: Builds positive working relationships and collaborates effectively as part of a team.
Customer Service Orientation: Demonstrates a helpful, courteous, and client-focused attitude.
Organizational Skills: Systematic in managing tasks, files, and projects to ensure efficiency and orderliness.
Initiative: Takes ownership of responsibilities and seeks opportunities to contribute beyond assigned duties.


Notes:

7am – 4pm, or 8am – 5pm
onsite
Potential Travel - % and Locations 0-25%