Executive Administrative Assistant

Purpose & Overall Duties:

  • Managing calendars, making travel arrangements and preparing expense reports. The successful candidate should be well organized, have great time management skills and be able to act without guidance.
  • Ultimately, the Executive Administrative Assistant will contribute to the efficiency of our business by providing personalized and timely support to executive members.

General Skills Required:

  • Act as the point of contact among executives, employees, clients and other external partners.
  • Manage information flow in a timely and accurate manner.
  • Manage executives’ calendars and set up meetings.
  • Make travel and accommodation arrangements.
  • Track daily expenses and prepare weekly, monthly or quarterly reports
  • Format information for internal and external communication – memos, emails, presentations, reports.
  • Take minutes during meetings.
  • Screen and direct phone calls and distribute correspondence.
  • Organize and maintain the office filing system.
  • Research, prioritize, and follow-up on incoming issues and concerns.
  • Work closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities and follow-up appropriately.
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate leadership’s ability to effectively lead the company.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.

Minimum Experience and Education:

  • HS Diploma or equivalent.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
  • Work experience as an Executive Assistant, Administrative Assistant, or similar role.
  • Outstanding organizational and time management skills.
  • Familiarity with office equipment and applications (e.g. e-calendars and copy machines).
  • Excellent verbal and written communications skills.
  • Discretion and confidentiality.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • Be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrate ability to achieve high performance goals and meet deadlines in a fast paced environment.
  • Forward thinker who actively seeks opportunities and proposes solutions.

Physical Demands:

  • Lifting from ground level, waist level, and/or overhead;
  • Standing, sitting, walking, pushing, pulling, bending, kneeling,
    crouching/squatting and driving
  • Must be able to lift at least 100 lbs.; using proper body mechanics.

Work Environment:

  • Location: Mainly will be in a cooperate office setting (Dallas, TX).
  • Possibility of travel within skilled nursing facilities.