Executive Assistant in Richardson, TX at Volt

Date Posted: 2/23/2020

Job Snapshot

Job Description

Enhances executive’s effectiveness by providing management support to executive, representing the executive to others, and overseeing office projects and additional needs. 

Duties And Responsibilities
 

  • Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Acts as Security Officer for the organization overall responsible for maintenance of confidential operational information, administrative usernames and passwords, CEO’s usernames and passwords, malware prevention, and corporate device management.
  • Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel (both personal and business).
  • Act as gatekeeper of executive level staff.
  • Manage open positions and job postings using Applicant Stack, LinkedIn, and Facebook Page. Responding to hiring inquiries and coordinating with staffing agencies as necessary. Reviewing resumes and facilitating the interview process from application date to acceptance of final offer.
  • Acts as the Predictive Index Practitioner sending Behavioral and Cognitive Assessments in the online portal, saving profile results in the applicants file and interpreting skills and profile match for the hiring managers.
  • Represents the executive by attending meetings in the executive’s absence, taking copious notes, and following up accordingly.
  • Welcomes guests and customers by greeting them, in person or on the phone; answering or directing inquiries to the appropriate team member with help from Administrative Assistant.
  • Maintains confidentiality amongst all internal and external corresponded.
  • Routine management of projects by working with designated staff members.
  • Acts as Security Officer for the organization; securing information by completing data base backups, maintaining all administrative and the CEO’s usernames and passwords, responding and preventing security breaches.
  • Creates necessary Standard Operating Procedures to streamline current and new processes.
  • Updates and maintains current insurance policies for company vehicles and corporate liability. Often reassessing competitive rates by competing different insurance brokers/agencies.
  • Maintains tax filing in appropriate Dropbox and physical filing systems. When necessary will submit documentation via certified mail.
  • Often acts as property manager for CEO’s several properties; submitting insurance claims when necessary, making necessary changes to leasing agreements and filing appropriately, scheduling required maintenance, and submitting HOA forms and fees.
  • Develop and maintain necessary online and physical filing systems for company
  • Supervises administrative assistant in delegates tasks to include maintaining admin equipment, completing office inventories, troubleshooting malfunctions (equipment / building maintenance and repairs).
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Takes cares of personal items as needed: plan travel, pay and track personal payments, etc.
  • Plan and execute all office including, but not limited to: monthly staff appreciation events, holiday celebrations, and business dinners.


Qualifications/Skills/Education
 

  • BS/BA-Required
  • 5+ years of strong experience supporting executive level management – Required
  • Knowledge of CRM-Zoho - Preferred
  • Adobe & Adobe Sign – Preferred
  • Mac OS – Required
  • Microsoft Suite – Required
  • Google Suite – Preferred
  • Sharepoint – Preferred
  • Dropbox – Preferred
  • Must possess the confidence to interact one-on-one with management teams & intermediaries when necessary
  • Must exhibit high degree of discretion as related to safeguarding confidential information
  • Ability to thrive in an independent, entrepreneurial, relatively unstructured environment
  • Excellent organizational, communication, problem solving and interpersonal skills
  • Strong multi-tasking, follow-through skills and a sense of urgency
  • Self-management and hands on approach

Seniority Level

Associate

Industry

  • Medical Practice

  • Hospital & Health Care

  • Pharmaceuticals