Our Dallas, TX client is seeking an Executive Administrative Assistant. The Executive Administrative Assistant will effectively support the Executive Team and manage various administrative functions.
Responsibilities:
Assume a proactive role in increasing the efficiency and organization of the CEO, President and Co-‐Founder
Serve as a first point of contact and voice of the organization for a variety of crucial relationships, and demonstrate our mission and core values through example
Plan and coordinate logistics and materials for board meetings, committee meetings, board retreats, staff events and celebrations, and other events as needed
Providing administrative support including, scheduling meetings, conference calls, maintaining calendars, arranging travel, managing correspondence, and processing reimbursements
Access and manage the CEO, President and Co-‐Founder’s calendars, schedules, contacts and priorities
Coordinating logistics, drafting agendas, providing advance materials, and executing follow up for internal and external meetings
Compiling, drafting and/or for internal and external use.
Provide administrative support including scheduling meetings and conference calls, tracking and managing correspondence, and processing expenditures
Request and maintain various reports for Executives
Provide other administrative support and complete special projects as directed by the Executives
Proactively handle issues not requiring Executive’s time, responding to issues as needed and where necessary, research problems and make recommendations for resolution
Manage facilities to enhance brand identity, productivity and staff satisfaction, including maintenance of office technology and efficient use of office space and resources
Support technology-‐related needs including virtual storage, and future needs
Handle general office needs such as answering the phone, making copies, filing, faxing, mailing documents and managing team supplies
Maintain detailed, accurate and up-‐to-‐date contact database
Prepare invoices for payment, travel, events and other reports
Prepare and execute expense reports on a regular and timely basis
Support the coordination of outside speakers and consultants in arrangements for materials and travel and logistics
Coordinate event logistics (location, food, materials and supplies)
Develop reports, presentations and tracking tools in MS Excel, PowerPoint, and Word
Requirements:
Bachelor’s degree is required.
3-5 years successful work experience in an administrative role is required, preferably in an office environment.
Proficiency in MS Office Suite (Word, Excel, PowerPoint and Outlook)
Strong interpersonal, verbal, and written communication skills to effectively communicate with a wide range of constituencies
Excellent organization skills and attention to detail
Strong initiative and work ethic
Strong organizational and time management skills to effectively handle multiple tasks and projects and be able to prioritize them
Ability to make informed and timely decisions by using sound judgment to prioritize actions
Skill in logistics and planning
Strong problem solving skills with the ability to solve problems independently as well as seek assistance when necessary
Tenacity and the ability to be flexible to changing duties with the ability to respond to new priorities
Ability to work independently with minimal supervision as well as collaboratively with others is essential
Familiarity with electronic filing and storage is desirable
Extremely comfortable taking constructive feedback and incorporating feedback into ongoing professional and development goals
Ability to operate effectively and efficiently across multiple complex projects and priorities to reach and exceed ambitious goals in a fast-‐paced, deadline driven environment
Must be proactive in anticipating executives’ needs and must consistently demonstrate a strong sense of urgency
Please visit us on the web at http://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 (Arlington, Austin, Dallas, Fort Worth, Plano, Houston Galleria, Lewisville, West Houston, San Antonio, Sugar Land, and The Woodlands), Tennessee (Nashville and Brentwood), and Arizona (Phoenix and Scottsdale).
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.