Executive Administrative Assistant

Birchstone•Coppell, TX

About The Position

The Executive Administrative Assistant provides administrative and clerical support to Executive Leadership and the corporate office. The role prepares and manages construction contracts and related documentation, supports accounts payable inquiries, and uploads and links invoices and contracts in the accounting system and Entrata. It also coordinates office operations, reception, correspondence, files, meeting spaces, supplies, purchasing accounts, and occasional executive calendars and travel. The assistant supports special projects and presentation preparation, helps maintain a clean and safe corporate office, and responds professionally to inquiries from team members, residents, vendors, and visitors.

Requirements

High school diploma or equivalent.
At least three years of experience in an administrative or clerical role.
Ability to type at least 60 words per minute.
Excellent written and verbal communication skills.
Excellent interpersonal and customer service skills.
Excellent organizational and time-management skills, with strong attention to detail.
Strong data-entry skills.
Ability to maintain confidential and meticulous records.
Strong analytical, problem-solving, critical-thinking, planning, and execution skills.
Ability to work independently and in a team environment.
Proficiency with Microsoft Office Suite or related software and strong general computer skills.
Proficiency with accounting software or systems, or ability to learn them quickly.
Valid driver's license.

Nice To Haves

Associate's degree in office administration or a related field.
Two or more years of work experience in a customer service role.
Bilingual ability in English and Spanish.

Responsibilities

Create construction contracts and associated pay applications, lien waivers, change orders, and related documents.
Upload and create contracts in the accounting system.
Assist with and respond to vendor accounts payable inquiries.
Review and upload construction invoices, pay applications, and other documentation to Entrata, and link invoices and documents to the appropriate Entrata contracts.
Ensure the accuracy of internally and externally generated documents.
Assist with tracking, signing, and filing site-level contracts in accordance with the contract signing policy.
Organize, create, and finalize contracts for Executive Leadership.
Perform general clerical duties, including photocopying and sending, sorting, or distributing faxes, emails, and letters.
Manage the reception area, greet guests, and escort them to appropriate meeting spaces.
Help ensure corporate office spaces and common-use areas are clean, orderly, and clutter-free.
Answer telephone calls, emails, and other inquiries professionally and direct people to relevant staff.
Maintain accurate, complete, and organized office files and implement efficient shared-drive file management.
Reserve and prepare meeting spaces for internal or external meetings and luncheons.
Respond to and resolve corporate office inquiries and questions.
Adhere to set budgets for purchased supplies.
Manage corporate and site-level Amazon accounts, including users, payment methods, purchase restrictions, and safeguards.
Manage users and budgets in Bill (DIVVY) within the Amazon budget.
Periodically maintain calendars and schedule travel and meetings for Executive Leadership.
Complete occasional projects using Microsoft Office tools.
Support special projects and assignments.
Promptly identify and resolve safety hazards and unkempt workspaces within the assigned department.
Support Executive Leadership or the Office Manager with presentations, document reviews, and data analysis as needed.
Handle outside mailing duties and check the postal mailbox daily.
Perform other duties as assigned.