Business Professional - Executive Admin Assistant 4

Innovate with Intelliswift•Plano, TX

1d•Onsite

About The Position

The Executive Admin Assistant plans, organizes, and prioritizes multiple assignments and projects with minimal or no direction while providing high-level administrative support to executive leaders. The role manages executive schedules and itineraries, resolves scheduling conflicts, prioritizes meetings, coordinates logistics, and arranges domestic and international travel and accommodations. It also supports executive communications, prepares reports and presentations, coordinates meetings and VIP visits, and handles confidential and sensitive materials. The position maintains executive-level documentation standards, templates, conference room equipment, and the chief executive’s network access, applications, and printing. It also supports relations between executives, employees, customers, and external contacts, and handles general affairs such as office supplies, department events, and office maintenance. The position is fully onsite and pays $35–$38 per hour.

Requirements

Bachelor’s degree.
At least 5 years of Executive Assistant experience supporting VP-level executives and staff.
Experience developing executive presentations using PC applications, including word processing, spreadsheet graphs and tables, and PowerPoint.
Ability to develop and maintain excellent working relationships with appropriate executive levels within the company, the local community, and critical industry contacts.
Strong verbal and written communication skills for internal and external personnel at all levels.
Ability to read, write, prepare, and interpret executive materials, presentations, contracts, or related documents.
Ability to handle highly confidential and sensitive materials and issues.
Bilingual Korean/English proficiency is required.

Responsibilities

Plan, organize, and prioritize multiple assignments and projects with minimal or no direction.
Manage executive leaders’ schedules, resolve conflicts, prioritize meetings, and coordinate meeting logistics such as location, audio/video, and meals.
Interact professionally with senior external customers, agencies, and potentially media representatives.
Help maintain executive and industry contacts.
Maintain the Executive’s itinerary and schedule with close attention to detail.
Identify critical communications and determine when the Executive needs to be notified.
Interpret and clarify requests and assist with responses and follow-up actions.
Prepare executive-level reports, organize data into comprehensible formats, and provide information for community, internal, and company headquarters communications.
Arrange domestic and international travel and accommodations.
Schedule and plan meetings and appointments for the Executive and special visitors.
Coordinate VIP visitor accommodations, special travel needs, and hotel arrangements.
Obtain detailed direction from dispatchers and other executives.
Schedule executive conference rooms, maintain conference room equipment, and provide materials and supplies.
Coordinate executive meetings and schedules with internal leadership through executive administrative staff.
Prepare presentations, spreadsheets, correspondence, contracts, internal memos, expense reports, status reports, and other documents.
Establish executive-level documentation standards and create templates and styles.
Maintain the chief executive’s network access, applications, and printing, and resolve network difficulties.
Support relations between the Executive, employees, and customers, including arranging thank-you notes, flowers according to policy, and other appropriate actions.
Participate in projects and committees as needed.
Manage office supplies, organize department events, maintain offices, and perform other general affairs tasks.