Our Irving, TX client is seeking a contract Executive / Administrative Assistant.
Summary:
This position works directly with agency senior leadership and assists in carrying out the duties of the executive office(s). The position lends comprehensive support to the executive leader and his/her respective direct reports (and additional team members as required). This position has client-facing duties and must represent the agency and its leaders with professionalism, responsiveness and attention to detail and follow-through. The Assistant is a key partner in ensuring internal and external relationships are strong and helping meet or exceed our client commitments.
Responsibilities:
Plan, organize and manage assigned work (includes, but not limited to, calendar management, travel, coordinating meetings, including special projects as assigned)
Proactively assist and support executive(s) and teams with a sense of urgency
Anticipate, recommend and implement improvements to increase efficiency and productivity
Ensure completion of timesheets and paid time off requests
Complete, submit, and reconcile expenses for Executive(s) and his/her direct reports
Manage correspondence and filing
Take meeting notes. Compile and distribute action items and if applicable, prepare information/reports, and proactively act on open items
Be accessible in the office and answer manager(s) telephone at all times during business hours: 8:30AM – 5:30PM M-F (includes assigning a back-up when out of the office or on breaks)
Create, develop and maintain effective working relationships with colleagues and clients
Create, develop and maintain organizational charts for each department – provide weekly updates to Human Resources
Continuously develop professional skills to enhance self-performance and that of colleagues
Requirements:
Excellent customer service orientation with an ability to distinguish what’s important from what’s urgent
Desire and proven ability to maintain organized and efficient desk, as well as a “can do” attitude and strong work ethic
Professional communication skills
Strong interpersonal skills to build trusted relationships over the phone and in person
Exceptional standards for quality and attention to detail
Ability to prioritize and multi-task effectively
Completes projects on time and consistently exceeds expectations
Adaptability in work style and hours – work irregular hours as requested; must plan and schedule time off in advance
Maintain highest level of confidentiality and discretion
Ability to proactively work independently and collaboratively
Bachelor degree preferred; or equivalent combination of work experience and education and /or training
5+ years of work experience in a fast-paced and dynamic work environment
5+ years of executive support/office management experience
Proficient in Microsoft Office Suite
Typing speed of 55 wpm (minimum)
Provide support for agency functions and special projects as assigned by meeting owner
Provide back-up reception coverage as needed and requested
Organize and maintain assigned printer/copier stations: empty recycle bins, re-stock supplies, other items as needed. Order office supplies for respective teams
Maintain administrative closet(s) by keeping it clean, organized and stocked
Proactively set-up, clean and organize workspace for on-boarding and exiting team members
Please visit us on the web at www.frontlinesourcegroup.com
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Equal Opportunity Employer, M/F/V/D. Candidates must have authorization to work in the U.S. Clients will not sponsor visas.
Frontline Source Group™ is one of the fastest growing Information Technology, Accounting, Legal, Human Resources, Administrative, and Clerical staffing and direct hire firms with offices throughout Texas, Tennessee, and Arizona, with locations in: Austin, Dallas, Fort Worth, Plano, Houston, Sugar Land, The Woodlands, Nashville, and Phoenix.
Frontline specializes in matching top talent with companies for direct, contract, and contract-to-hire placements. We work with clients and candidates in all areas of the United States and Canada.