Description:
At this time, an Executive Assistant is needed to be responsible for conserving the CEO and CSO’s time and promoting Portfolio by representing the CEO/CSO internally and externally. The Executive Assistant acts as a liaison between the CEO/CSO and other associates, vendors, and customers. This position handles details of highly confidential, critical, and sensitive in nature and is efficient and effective in a professional environment.
*This position is a Hybrid Career Opportunity - This position requires an onsite presence at our Farmers Branch, Texas location*
- 3-5 years of experience in an executive administrative support role
- Detail-oriented, highly efficient, and able to multi-task, delegate, and follow up when necessary
- Experience with event/project coordination
- Strong project management capabilities
- High proficiency in Microsoft Office (with a concentration in Excel and Word)
Schedule: Monday - Friday 8:30 am - 5:30 pm CST (Extended Hours as needed)
Compensation: $65,000.00k - $75,000.00k a year depending on experience! Exceptional Benefits!
Essential Functions:
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Provides administrative support to the CEO, CSO, and other Executive staff. Attends various meetings and records/distributes minutes and ensures follow-up on issues.
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Manage and maintain CEO and CSO schedules, appointments, and travel arrangements.
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Reviews documents for accuracy and clarity, runs reports, prepares documents, and other administrative duties as requested.
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Organizes and prioritizes large volumes of information and emails.
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Acts as a project manager for special projects by establishing objectives, determining priorities, managing time, gaining the cooperation of others, monitoring progress, problem-solving, and making adjustments.
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Conducts research and assembles materials in preparation for meetings, discussions, presentations, conferences, etc.
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Manages the preparation of executive presentations by assisting in writing and editing agendas, reports, and presentations, along with coordinating deadlines; prepares additional business documents and communications, as needed.
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Works independently and within a team on special projects (reoccurring and non-reoccurring) and assists with various activities.
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Develops and maintains relationships with internal and external clients as needed by Executive staff or sales team.
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Assures discreet handling of all business.
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Maintains a positive professional mindset at all times in order to overcome objections and combative personalities no matter what situation may arise.
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Presents self in an optimistic upbeat fashion at all times in order to maintain positive relationships.
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Takes ownership of changes and is personally responsible for managing change in an upbeat positive manner.
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Other Job Duties as assigned.
Requirements:
Education and Qualification Requirements:
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3-5 years of experience in an executive administrative support role.
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Detail-oriented, highly efficient, and able to multi-task and delegate and follow up when necessary.
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Meticulous organization skills.
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Experience with event/project coordination.
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Ability to organize, prioritize, execute, and follow through.
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Strong project management capabilities.
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High proficiency in Microsoft Office (with a concentration in Excel and Word).
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Basic internet-related skills such as online ordering, searches, and simple data collection.
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Assertive, yet friendly. Approachable, down-to-earth, and diplomatic.
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Strong communication, customer service, and collaboration skills.
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Experience in handling highly confidential data and information.
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Regular and reliable attendance is critical.
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Ability to make solid decisions with little information and in a fast-paced environment.
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Ability to travel and work flexible hours if needed.
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A valid driver’s license with a positive driving record.
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Must be a proactive self-starter, articulate, diplomatic, service-oriented, and able to learn preferences and anticipate the needs of the Vice President and overall company, as needed.
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Ability to manage through ambiguity and work through others to obtain information needed to problem-solve, meet deadlines, and provide effective and efficient support.
Preferred Requirements:
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Lots of passion and energy.
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Knowledge of Portfolio business and the industry it supports.
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Ability to work with little or no supervision.
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Self-motivation.
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A “can-do” attitude and desire to go the extra mile to get the job done.
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Ability to receive and act on constructive criticism.
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The ability to listen, interpret, read others, and interface with them accordingly.
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Professional attitude no matter what the environment or situation is.
Work Environment and Physical Requirements:
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The majority of time is spent sitting and using office equipment and computers.
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Some lifting of supplies and materials from time to time.
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Standing work during special projects.
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Occasionally travels via plane or car to assist at off-site meetings and events.
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Will run errands while operating a motor vehicle.
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Ability to work with constant interruptions.
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Will be available on nights and weekends to run events or to complete special projects.
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Vision acuity is required to include close vision, color vision, distant vision, and the ability to adjust focus.
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Ability to grasp objects such as a telephone or computer mouse, finger dexterity to use a keyboard, calculator, and standard office equipment
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Ability to walk, stand, reach with hands and arms; stoop kneel, crouch, and lift up to 50 pounds.
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Ability to frequently sit for long periods of time.
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Ability to hear and talk, both in person and by phone.
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Ability to spend extended hours in front of a computer screen.