We are looking for an experienced Executive Assistant to provide high-level administrative support in Dallas, Texas. This Long-term Contract position calls for an experienced, detail-oriented individual who can manage competing priorities, coordinate executive activities, and handle sensitive information with sound judgment. The ideal candidate brings strong organizational ability, clear communication skills, and a proactive approach to supporting senior leadership in a fast-paced environment.
Responsibilities:
- Coordinate complex executive calendars by organizing meetings, resolving scheduling conflicts, and allowing appropriate time for travel, transitions, and focused work periods.
- Prepare materials for meetings and appointments, including logistics, directions, agendas, and supporting documents needed for smooth execution.
- Arrange business travel as needed and ensure itineraries, reservations, and related details are communicated clearly and accurately.
- Support outgoing executive communications by formatting documents, handling correspondence, and maintaining confidentiality at all times.
- Assist with board meeting preparation through scheduling support, document organization, and readiness of presentation materials when requested.
- Process expense-related activities such as invoice submission, report preparation, credit card reconciliation, and reimbursement tracking for business costs.
- Refine presentations, letters, reports, and meeting notes by proofreading, making final edits, and preparing final materials for executive use.
- Contribute to special projects by coordinating participants, monitoring timelines, and helping keep deliverables on track.
- At least four years of experience supporting an executive office, or an associate degree with five or more years of relevant executive support experience.
- Bachelor’s degree preferred.
- Demonstrated success managing calendars, executive meetings, and travel coordination in a high-visibility detail-oriented setting.
- Strong verbal and written communication skills, with the ability to produce clear, accurate, and detail-oriented business documents.
- Excellent organizational skills with the ability to manage multiple priorities and respond effectively to urgent requests.
- Proven discretion in handling confidential information and exercising sound independent judgment.
- Proficiency with Microsoft Office applications.
- Detail-oriented, collaborative demeanor with the ability to build strong working relationships with senior leaders and external stakeholders.
