Associate - Executive Administrative Assistant

Equity Trust Company•Dallas, TX

20h•Hybrid

About The Position

This position will report to the Dallas, TX office and work a hybrid schedule with Mondays and Fridays as the assigned remote days. The Associate – Executive Administrative Assistant reports directly to the Chief Operating Officer and provides direct administrative support to the executive leadership team in daily operations. Prioritizes and coordinates tasks and incoming requests to ensure efficient operations and to reduce and simplify workload of the Executive staff. Maintains positive relationships and intervenes when appropriate to effectively communicate executives’ views in conducting the business of the office.

Requirements

High School Diploma or equivalent.
Minimum 7 years of experience as an executive assistant.
Minimum 1 year of experience arranging domestic travel.
Expert level proficiency in Microsoft Office.
Working knowledge of online travel and reservation systems.
Ability to communicate effectively, including speaking, hearing, and participating in virtual meetings on camera.
Frequently required to sit for extended periods of time, as well as occasionally stand, walk, use hands and fingers, and reach with hands and arms.
May require the ability to lift files or office materials, open filing cabinets, and bend or stand on a stool as necessary.
Remote associates are expected to maintain a safe, secure, and productive work environment with reliable internet access.

Nice To Haves

Associate degree in Business, Communication, or related field preferred.
Securities Industries Essentials (SIE) Certification (or ability to obtain within 120 days if required by role).
Additional Securities Industry exams may be required based on role responsibilities.

Responsibilities

Manage executives’ schedules and diplomatically respond to meeting requests and conflicting priorities.
Manage administrative tasks and routine issues independently, ensuring timely completion of work with exceptional quality.
Anticipate and respond to changing situations, minimizing problems and resolving issues.
Develop and demonstrate a solid working knowledge of the company structure, departments, key staff, and policies.
Act as a liaison between external parties and company executives.
Compose and prepare confidential correspondence, reports, and other complex documents.
Review outgoing documents for accuracy and ensure compliance with Company policies and practices.
Organize and submit monthly reports and invoices.
Complete travel and expense report for executives in a timely manner.
Prepare presentation materials.
Create and maintain organized electronic and paper filing systems.
Organize meetings, corporate events, and activities; may include facility, catering, and travel arrangements.
Prepare agendas, notices, and minutes for corporate meetings.
Travel to various locations, both within our organization and externally, may be required depending on your role and responsibilities.
Follows assigned work schedule with regular and predictable attendance.
Performs other duties as assigned.