Executive Assistant
6 days ago
Dallas
Summary The Executive Assistant/Office Manager is responsible for ensuring the smooth daily operations of the office while providing high-level administrative support to senior executives. This dual-purpose position requires a highly organized, adaptable, and proactive individual who is physically present in the office and can manage office logistics, streamline operations, and support executives in a fast-paced, dynamic environment. Responsibilities Office Management • Office Operations: Oversee day-to-day office operations, including ordering supplies, maintaining office equipment, coordinating repairs, and liaising with vendors. This person should have the willingness to maintain flexibility with working hours, though a normal workday., • Guest Relations: Register, greet, and act as a point of contact for business associates, maintaining positive relationships and handling requests with care and professionalism. Coordinate office space for employees visiting from other offices., • Facilities Management: Ensure the office space is clean, organized, and conducive to productivity; work with building management and IT for equipment repairs, maintenance issues and office moves., • Calendar Management: Manage complex executive calendars, schedule meetings, and resolve conflicts proactively., • Travel Coordination: Arrange domestic and international travel, including flights, accommodations, and ground transportation., • Expense Administration: Processing invoices and expense reports for designated leaders., • Coordination with other Executive Assistants: Communicate and coordinate effectively with other Executive Assistants regarding meeting planning and preparation, travel arrangements, and scheduling., • Communication: Draft, edit, and send emails, letters, and other communications on behalf of executives; screen and respond to incoming inquiries., • Employee Onboarding: Coordinate onboarding activities, including preparing welcome kits, scheduling orientation sessions, and liaising with IT for system access., • Engagement Activities: Organize HEN team events, meetings, conferences, and off-site activities; proactively coordinate logistics and ensure seamless execution., • Special Projects: Take on ad-hoc tasks and special projects, collaborating with cross-functional teams and executive goals as needed., • Shared Services Collaboration: Act as a liaison between HR, finance, IT, and operations teams, ensuring smooth communication and task completion., • Policy Updates: Assist in disseminating and updating office policies, procedures, and employee handbooks., • Education: Bachelor's degree preferred or equivalent experience in office management, executive support, or HR support roles, • Experience: Minimum of 10 years of relevant work experience, • Technical: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams); experience with HRIS, Zoom, and project management tools is desirable., • Organizational Skills: Exceptional time management, task flexibility, detail-oriented, and ability to independently perform multiple tasks with little or no supervision., • Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with clients, executives, and team members., • Professional Mindset: Has a strong sense of responsibility and emotional maturity with proven ability to work well in and contribute to a team environment., • Problem-Solving Skills: Ability to anticipate needs, adapt to changing circumstances, prioritize tasks, and proactively find solutions in a fast-paced environment to meet deadlines with little supervision., • For 90 years, we have nurtured creative ideas and turned them into successful realities using three core strategic pillars - creativity, excellence, and people., • 401K - 12% employer contribution with no vesting period (6% Match and 6% non-matching contribution), • Highly competitive compensation, • Hybrid work options available for most roles, • Five to eight weeks of PTO annually based on years of experience; eleven additional holidays per calendar year, • All Medical/Dental/Vision benefits start day one with the company; low employee premiums, • Education Assistance Program, • Free covered employee parking for Dallas HQ based employees, • Free specialty coffee bar in the Dallas HQ, • Onsite breakfast and lunch area in the Dallas HQ, • Commitment to the following ideals:, • Work/Life Balance, • Ongoing professional development opportunities #LI-ONSITE #LI-HuntEnergyNetwork #LI-HuntOil