Executive Assistant

Category:

Administration & Office Support

Employment Type:

Contract

Reference:

BH-388708

Executive Assistant

12+ month contract

Plano, TX (95% remote)

Responsibilities:

• Support C-level/Executive teams with travel arrangements, expense reports, additional reports/proposals/presentations, etc.
• Provide support to the Executives to ensure that all office operations run smoothly and all administrative details of daily functions are managed.
• Handle all administrative tasks, including mail, catering for meetings, conference room scheduling, and maintenance of office supplies.
• Plan and coordinate numerous, complex meetings and conference calls, including preparation and maintenance of related materials
• Manage the Executive's calendar and travel schedule
• Manage, coordinate and track onboarding for all new team members and business partners and ensure status is communicated proactively.
• Assist with coordination of large client engagement meetings, vendor meetings with Toyota, offsite meetings, etc. (Demos provided as needed and could include motivational speakers).
• Maintain TEAMs/SharePoint sites, coordinates and arranges for conferences, meetings and events.
• Working proficiency in use of automated calendar management tools (e.g., Outlook, Excel and other Microsoft tools, etc.) with minimal to no guidance.
• Leverage Microsoft Office tools to prepare and review documents (e.g., emails, slides, spreadsheets, etc.) to support teams and improve quality.
• Assists and coordinates monthly virtual touchpoints as needed
• Identifies and develops relationships with key internal and external client contacts gaining recognition as a business partner/resource.

• 5+ years recent executive administrative support experience for a large company or global brand with international operations
• Ability to work flexible hours to accommodate Executives in different time zones.
• Administrative experience including customer service / correspondence and handling of incoming calls
• Experience with executive travel arrangements (domestic and international) and calendar management
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Possess the ability to learn the work patterns and anticipate the needs of executive teams in a fast pace company
• Strong attention to detail with excellent time management skills and experienced with multitasking on multiple projects and tasks
• Organized, accountable, and personable with very clear and efficient communication style
• Drive process changes to ensure continuous improvement
• Pro-active, self-motivated, with the ability to work independently to complete tasks

• Medical, Prescription, Dental & Vision Benefits (for employees working 20+ hours per week)
• Health Savings Account (HSA) (for employees working 20+ hours per week)
• Life & Disability Insurance (for employees working 20+ hours per week)
• MetLife Voluntary Benefits
• Employee Assistance Program (EAP)
• 401K Retirement Savings Plan
• Direct Deposit & weekly epayroll
• Referral Bonus Programs
• Certification and training opportunities