Executive Assistant to Chief Executive Officer
3 weeks ago
DESCRIPTION: We are seeking a highly organized and proactive individual to join our team as an Executive Assistant. This role combines the responsibilities of managing office operations while providing high-level administrative and executive (C-Suite) support. The ideal candidate is a detail-oriented professional who excels at multitasking, communication, and maintaining a well-functioning work environment.
RESPONSIBILITIES:
Executive Support:
Provide high-level administrative support to C-Suite and senior leadership, including calendar management, travel arrangements, and correspondence. ·
Manage complex schedules and coordinate meetings, conferences, and events for executives. · Prepare reports, presentations, and documents for executive review.
· Handle confidential information with discretion and professionalism.
· Act as a point of contact between executives and internal/external stakeholders, such as Board of Directors members.
· Process monthly expense reports, as requested.
Office Administration:
· Oversee daily office operations, ensuring the workplace runs smoothly and efficiently.
· Retrieve and distribute daily mail.
· Manage office supplies and equipment, ensuring inventory is well-stocked and equipment is properly maintained.
· Coordinate with external vendors and service providers for office-related services (e.g., facilities, cleaning, IT).
· Manage physical security adherence for all employees (building badges, parking information, visitors, etc.) working with security and property management vendors. Responsible for annual audits.
· Ensure compliance with health and safety regulations and manage office facilities to create a productive work environment.
· Maintain a welcoming and organized office environment for employees and visitors; manage security log and badging.
Project Coordination:
· Assist in coordinating cross-departmental projects and company-wide initiatives; NMLS, Collection, and AMC licensing activities. Work with Chief Administration Officer and vendors to coordinate critical activities and reports.
· Ensure timely communication and progress tracking for ongoing projects.
· Support C-Suite in the implementation of organizational strategies.
· Maintain policies and procedures for facilities, physical security, and office policies; participate in annual audits.
Team Coordination
· Assist HR in team-building activities, company events, and participate in employee engagement initiatives.
· Coordinate with Plano office staff to assist with daily/monthly office operations requirements.
Budget & Financial Oversight:
· Assist in managing office-related budgets, including supply procurement and facility expenses.
· Manage monthly expense reports for CEO and report corporate credit card expenses to AP.
· Work with finance teams to process expense reports, invoices, and other financial documentation for executives.
QUALIFICATIONS: Required Education and Experience:
· Minimum 5-7 years’ experience supporting C-level executives or senior management.
· Bachelor’s degree in Business Administration, Office Management, or a related field.
· Exceptional organizational and multitasking abilities.
· Strong written and verbal communication skills.
· Proficiency in Microsoft Office Suite.
· Ability to work independently, prioritize tasks, and manage time effectively.
· Discretion and integrity in handling sensitive and confidential information.
· Strong problem-solving skills and a proactive approach to challenges.
· Knowledge of office procedures and budget management.
· Notary license is a plus, not required.
· Financial services industry experience is a plus, not required.
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