Executive Administrative Assistant

The Executive Assistant is a highly tech-savvy professional who provides direct operational and administrative support to the Chief Executive Officer and leadership team. This role requires exceptional time management, strong attention to detail, and a high level of professionalism. The Executive Assistant leverages modern business software and online tools to support daily communication, project coordination and workflow efficiency. Responsibilities include preparing and managing correspondence for internal and external stakeholders, maintaining excellent email etiquette and utilizing advanced organizational skills. The position serves as the primary point of contact for managing the CEO and leadership teams calendars, prioritizing and organizing communications and coordinating travel and operational needs at the executive level.

Salary -  $23 - $28 per hour

Working Hours

• M  8:00 am – 5:30 pm, Onsite
• T  7:30 am – 5:30 pm, Onsite
• W  7:30 am – 5:30 pm, Onsite
• T  7:30 am – 5:30 pm, Onsite
•  F  7:30 am – 12:00 pm, Onsite

Holidays - Nine (9) Paid Holidays

Culture - Family First, Classic Casual

Perks

• 100% Paid Employee Medical
• 50% Paid Employee Dental and Employee Vision
• 100% Paid Employee Life, Short-Term and Long-Term Disability
• 401(k) with Employer Match

Minimum Requirements 

• Bachelor’s degree in Business Administration, Communications, Legal Studies or a related field preferred; equivalent executive administrative, legal assistant/paralegal or managerial experience may be considered in lieu of a degree
• 5+ years’ experience in an executive administrative, legal assistant, paralegal and/or managerial role
• Proficient in MS Office 365 software and file storage/archival 
• Strong attention to detail with excellent verbal communication skills, sound social awareness and the ability to maintain strict confidentiality
• Valid Texas Driver’s License with acceptable Motor Vehicle Record (MVR) and background check is required

Expectations

• Refines system for sorting and prioritizing emails using automation tools and plug-ins within MS Outlook, MS Teams, MS Excel and Project Management programs.
• Schedules meetings, responds to scheduling requests and coordinates calendars between multiple parties using efficient processes and concise, professional language.
• Assists with time blocking for major tasks and event preparation.
• Creates mail merges within MS Outlook or for printed documents, as needed.
• Assists with updating internal calendars and organizational event calendar.
• Drafts, reviews and sends email and printed communication on behalf of the CEO and other members of the leadership team.
• Prepares final formatting changes to documents and applies letterhead using MS Word.
• Coordinates work efforts with multi-disciplinary engineering teams and CAD/Revit design teams ensuring quality and attention to detail.
• Prepares physical correspondence for the CEO or other members of the leadership team to sign.
• Assists with preparing and organizing meetings, including in-person all staff retreats with remote staff.
• Assists with hosting TEAMS meetings and managing webinar or meeting controls, as needed.
• Researches best methods and software tools for administrative efficiency including email triage, calendaring and file management.
• Performs routine office duties including filing, faxing, typing, copying, maintaining records, answering telephone and assisting CEO and other members of the leadership team with scheduling and administration.
• Oversees purchase orders and invoice processing/tracking of office and unit supplies and associated inventory for area of assignment.
• Proactively identify process flows which could be improved upon and maintain an active presence.
• Collaborates with project managers in a multi-disciplinary MEP design environment.
• Coordinates flights and hotel accommodations for the CEO and other members of the leadership team.
• Organize and maintain contract folders, file contracts accurately and follow up on updates or outstanding items as needed.
• Develops and maintains physical filing system.
• Assists with maintaining organized digital files.
• Coordinates with IT Consultants to record IT property assignments to staff (e.g. laptops, screens, etc.).
• Stays current with job knowledge by participating in educational opportunities, reading professional publications, participating in professional organizations and maintaining communications with internal and external clients.
• Performs other duties, tasks and special projects as assigned.

The above description covers the principal duties and responsibilities of the job. The description shall not, however, be construed as a complete listing of all miscellaneous, incidental or similar duties which may be required from day-to-day. The candidate selected for employment will be required to submit to a criminal background check, education verification and drug test.

Interested candidates should submit their resume, with salary requirements, via our career portal on our website at www.seekinghr.com or contact us directly at (210) 679-4879 with any questions.