Executive Assistant Jobs

Basic Function
Responsible for coordinating complex administrative support for the CIO/VP including overseeing all administration functions. This role will have no direct reports.
Essential Job Duties & Responsibilities (functions considered essential as defined by ADA)

• Prepares accounting documentation such as expense reports, invoice processing, and budget maintenance by referencing book of accounts and applying correct accounting procedures for approval
• Plans and coordinates large-scale meetings and events, including developing agenda, preparing and disseminating meeting materials, preparing meeting room and environment, while maintaining confidentiality at all times
• Reviews and develops response policy for complex incoming and outgoing correspondence, communication, etc.
• Maintains adequate office equipment, researches and recommends upgrades, schedules preventative maintenance
• Coordinates CIO/VP of IT schedule/travel, developing complex itineraries and agendas – Domestic & International
• Develops and prepares complex presentations and reports for decision makers
• Manages seating logistics for The Office of the CIO and IT personnel based at Dallas corporate office
• Supervises administrative support including recommendations for hiring, training, performance reviews, and advancement
• Coordinates inventory and purchasing schedule for department supplies
• Special assignments or tasks assigned to the employee by their supervisor, as determined from time to time in their sole and complete discretion.
• Develops record keeping policy and procedure for department and oversees accuracy of document handling
• Coordinates access to conference/meeting rooms

Experience
A minimum of 10 years of experience plus most recent five years with executive level support is required.
Required Skills

• Strong word processing, database and spreadsheet applications skills.
• Strong interpersonal skills with a high degree of sensitivity for confidentiality.
• Ability to provide administrative duties to the Coverage Group.
• Ability to demonstrate professionalism at all times.
• Must have basic reading and writing skills, the ability to perform basic mathematical calculations, the ability to effectively communicate with others, both written and verbal communication. Must have domestic and global experience.
• Task-oriented with an excellent sense of priority, logic and objectivity, highly organized and capable of handling a number of sensitive and important issues simultaneously.

Physical Requirements

• Job conditions require standing, walking, sitting, twisting, stooping, crouching, kneeling, talking or hearing, making precise hand and finger movements, reaching or grasping.
• Job conditions may require lifting and/or carrying up to 25lbs, pushing and/or pulling up to 25 lbs, climbing up to 3ft, perceiving color differences, making visual inspections, working in confined spaces, and ability to operate and drive all assigned company vehicles at company standard insurance rates is essential, valid State driver's license and proof of insurance required.

Environmental, Health& Safety Requirements
Our primary values at the Client are: We put health and safety first; We care about the environment.
This Includes Active Participation In The Following
All Client employees are expected to work safely every day and be safety & environmental leaders.

• Participates in industrial hygiene, medical surveillance and behavior based safety programs
• Stops and/or reports any unsafe work or conditions
• Follows safety & environmental policies and procedures
• Participates in safety & environmental meetings, training, emergency drills and hazard recognition programs
• Reports all accidents, injuries and near misses, and participates in associated investigations
• Supports safety & environmental goals and initiatives