Executive Assistant 3

Daikin•Waller, TX

About The Position

The Executive Assistant provides executive-level administrative support to top-level executives. Responsibilities include clerical administration; receiving clients and visitors; arranging travel and correspondence; managing executive meetings and calendars; preparing presentations and reports; and scheduling meetings. The role may also involve training and supervising lower-level clerical staff. The position applies advanced knowledge typically obtained through advanced education and work experience. It manages projects and processes independently with limited supervision, coaches and reviews the work of lower-level professionals, and addresses difficult and sometimes complex problems by taking new perspectives on existing solutions. The role requires discretion with sensitive and confidential information, strong relationship-building skills, polished and resourceful conduct, and the ability to prioritize multiple tasks in a deadline-driven environment. The employee must be able to perform essential responsibilities with or without reasonable accommodations. The Company provides equal employment opportunity and complies with applicable federal and state regulations concerning individuals with disabilities.

Requirements

8+ years of experience.
Associate’s degree in business or a related field, or a bachelor’s degree.
High proficiency in Word, Excel, and PowerPoint.
Strong work ethic; polished, poised, and resourceful demeanor.
Strong relationship-building and interpersonal skills.
Exceptional written and verbal communication skills.
Tremendous attention to detail.
Ability to interact professionally with internal and external personnel throughout the Company.
Excellent discretion regarding highly sensitive and confidential information.
Ability to learn quickly, work independently, and prioritize multiple tasks in a deadline-driven environment.
Ability to perform essential responsibilities with or without reasonable accommodations.

Responsibilities

Manage and maintain executive schedules, including arranging travel and conferences, making appointments, and changing appointments.
Answer and direct calls to appropriate executives or parties and take messages as needed.
Greet visitors.
Open, sort, and distribute correspondence, including email, faxes, and mail.
Read and analyze submissions, letters, agendas, and memos; determine their significance and forward them to appropriate personnel in a timely and efficient manner.
Prepare reports, collect and analyze information, prepare presentations, and develop and use historical information.
Record meeting discussions and provide minutes.
Maintain office-supply inventory, anticipate supply needs, and place orders when necessary.
Ensure office equipment operates and arrange maintenance when necessary.
Coordinate finances and assist with budget preparation.
Train clerical staff in policies and procedures and arrange setup of new computers for new employees.
Prepare executive responses to routine memos, letters, or other correspondence.
Provide clerical and general office support to other offices.
Delegate tasks and responsibilities to other staff members when appropriate.
Interact with customers, resolve issues, document complaints, develop appropriate courses of action, and report unresolved problems to executives.
Perform additional duties as required.