Executive Administrative Assistant to the CEO

Kairoi Residential•San Antonio, TX

15d•Onsite

About The Position

The Executive Assistant will provide high-level administrative support to executive management, ensuring efficient operations and effective communication. This position requires a highly organized, proactive, and detail-oriented individual with exceptional communication and interpersonal skills. The Executive Assistant will manage complex schedules, coordinate projects, and handle sensitive information with discretion, playing a crucial role in supporting the executive team and facilitating smooth workflow within the organization. This role will require in-office attendance, travel, and some personal assistant duties.

Requirements

Bachelor’s Degree preferred but not mandatory.
5 years of experience supporting "C"-level executives.
Advanced proficiency in Microsoft Office Suite, Adobe products, and travel arrangement tools.
Demonstrated skills, professionalism, and ability to maintain confidentiality at an advanced level.
Excellent written and verbal communication skills.
Must have a valid driver’s license with no major infractions in the last 12 months.

Responsibilities

Provide comprehensive administrative support to executive management, relieving them of administrative details and managing both personal and professional tasks.
Coordinate workflow, prioritize tasks, and proactively follow up on delegated assignments to ensure timely completion.
Exercise initiative to manage situations effectively in the manager's absence and maintain project schedules.
Develop and maintain procedures manuals to ensure consistent performance of routine tasks.
Compose, prepare, and review correspondence and reports for executive signature.
Manage incoming mail, prioritize action items, and ensure timely responses to requests.
Monitor and respond to emails as required, drafting or abstracting reports as needed.
Serve as the primary point of contact for department heads, executives, investors, financiers, and owners, fostering positive communication and collaboration.
Coordinate conference calls and meetings effectively.
Collaborate with the Executive Assistant to the CEO to coordinate events, provide backup support, and ensure seamless coverage.
Manage and maintain business and personal calendars, optimizing time efficiency for executive management.
Schedule meetings, prepare agendas, and arrange necessary facilities.
Handle all inquiries with professionalism and efficiency, arranging callbacks and providing necessary information.
Screen visitors, manage interruptions, and ensure a professional and welcoming environment.
Arrange travel for executive management and other designated personnel, including itineraries, trip files, and expense reports.
Monitor travel arrangements and provide support in case of disruptions or changes.
Maintain and improve data storage and retrieval systems.
Manage administrative details for projects and seek opportunities to contribute to projects within areas of competence.
Complete other assignments as directed by executive management.