Executive Assistant (Entry Level)
2 days ago
Irving
Job Description FLSA CLASSIFICATION: Non- Exempt Position Summary: We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide comprehensive administrative and organizational support to our Executive Leadership Team. This individual will serve as a trusted partner to leadership, ensuring smooth operations, effective communication, and seamless coordination across multiple departments. The role requires excellent judgment, discretion, and the ability to manage competing priorities in a fast-paced environment. Key Responsibilities Executive Support & Calendar Management • Manage an active calendar of appointments and ensure the Executive’s schedule is followed, respected, and adjusted as priorities shift., • Keep leadership well informed of upcoming commitments, responsibilities, and deadlines., • Coordinate and schedule internal and external meetings, conference calls, and special events., • Arrange complex domestic and international travel plans, itineraries, agendas, and prepare related meeting materials. Communication & Correspondence • Prepare, proofread, and edit correspondence, reports, and presentations, often involving sensitive or proprietary information., • Screen, prioritize, and route incoming phone calls, emails, and other communications; greet and assist visitors., • Draft correspondence independently, applying knowledge of company policies and procedures., • Open, sort, prioritize, and distribute incoming mail, faxes, and electronic communications. Meeting & Event Coordination • Record and transcribe meeting minutes, including topics, decisions, action items, responsible parties, and deliverable dates., • Coordinate catering needs for meetings, training sessions, and department functions., • Assist with planning and execution of company functions, special projects, and events in collaboration with Business Development., • Manage shared resources such as conference rooms, ensuring availability and efficient scheduling. Administrative Operations • Maintain and update employee and customer directories, distributing revisions in electronic format to all staff., • Prepare and process travel documents and expense reports for executives., • Create, compile, and analyze data for inclusion in reports, presentations, and executive summaries., • Maintain office supply inventory and process purchase orders as needed., • Manage parking pass issuance for employees, visitors, and customers., • Provide customer administrative support and services as required. Publishing & Communication Support • Prepare and distribute weekly aviation news articles for company officers., • Prepare and maintain the weekend duty roster; distribute electronically to department managers weekly., • Edit, design, and publish the company newsletter., • Other Responsibilities, • Ensure compliance with confidentiality and discretion in handling sensitive information., • Support leadership and staff with special projects and assignments as needed., • Perform other duties as assigned. Qualifications • Minimum 2+ years of experience in an executive administrative support role., • Strong organizational, project management, and problem-solving skills with impeccable attention to detail., • Excellent written and verbal communication skills., • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Publisher) and other relevant business tools., • Ability to handle confidential information with discretion and professionalism., • Demonstrated ability to manage multiple priorities and work independently under tight deadlines., • English required, Spanish preferred (English + Spanish) Core Competencies, • Professionalism: Exercises sound judgment, discretion, and confidentiality., • Adaptability: Thrives in a fast-paced environment and adjusts to shifting priorities., • Collaboration: Builds strong relationships with internal teams and external partners., • Communication: Clear, concise, and effective in both written and verbal communication., • Initiative: Anticipates needs and takes proactive steps to ensure efficiency.