Executive Assistant

Ebby Halliday Companies•Plano, TX

8d•Onsite

About The Position

Provide administrative support to executive and/or senior level management. Responsible for company executive(s) calendar, meetings, files, documentation, communications, travel arrangements and other office projects and activities. Common activities typically include providing phone support to executives, overseeing mail management, scanning business and industry journals, coordinating meeting and conference call scheduling, preparing agendas, taking and transcribing meeting minutes, overseeing the maintenance of department’s subject files and record retention, reconciling/processing invoices, ordering departmental supplies, preparing correspondence and reports for executive review, and managing all aspects of travel arrangements. Travel within the Dallas metro area is required on an as-needed basis to support real estate office locations. This role does not require overnight travel. The position also involves coordinating and/or assisting others with various events, functions, promotions and meetings, and performing additional responsibilities as requested or assigned. Secondary functions may include providing support to branch managers and department heads, processing real estate license applications and renewals, managing a warranty package program, preparing and filing legal documents, assisting with construction coordination/planning of new offices and renovations, and providing support, training, and work direction to office staff.

Requirements

Three to five years of administrative experience working with senior/executive management personnel.
Proficiency in Microsoft Office programs: Word, Excel, PowerPoint, Outlook.
Demonstrated organizational, analytical, problem-solving and time management skills.
Strong written communication, editing, proofing and grammar skills.
Effective verbal and interpersonal communication skills.
Ability to prioritize and handle multiple tasks and projects concurrently.
Demonstrated ability to maintain a high degree of confidentiality.
Leadership abilities and ability to work in a team environment.
Detail-oriented with the ability to work independently and responsibly with minimal supervision.
Follow the company HR Policy, the Code of Business Conduct and all subsidiary and department policies and procedures, including protecting confidential company information, attending work punctually and regularly, and following good safety practices in all activities.

Nice To Haves

Associate’s degree in business or related major preferred; or equivalent work experience and knowledge.
Notary public designation preferred.

Responsibilities

Provide phone support to executives, exhibiting a high degree of professionalism.
Oversee the electronic/hard copy mail management, including responding to routine correspondence and inquiries.
Scan business and industry journals and perform internet searches for industry and company related topics and communicating results.
Provide oversight and coordination of meeting and conference call scheduling on company executives(s) calendar(s) including special meeting/program needs.
Prepare agendas, take and transcribe meeting minutes or provide back-up for this function.
Oversee the maintenance of department’s subject files and record retention.
Reconcile/process invoices, statements, forms and other paperwork.
Order departmental supplies and oversee maintenance of office equipment.
Prepare correspondence and other reports/documentation for executive review/signature as appropriate. May follow-up on communications for president and company executives requiring action or response to ensure deadlines are met and appropriate action taken.
Closely manage all aspects of travel arrangements including air, ground, and hotel. May review and approve management travel and entertainment expenses.
Coordinate and/or assist others with various events, functions, promotions and meetings.
Perform additional responsibilities as requested or assigned.
Provide support to branch managers and department heads on various issues.
Process real estate license applications for new and transferring agents. Oversee license renewal process.
Manage warranty package program and related activities.
Prepare and file legal documents and may represent company at earnest money disputes.
Assist with construction coordination/planning of new offices and existing office renovations and deal with various vendors.
Provide support, training and work direction to office staff. May serve as backup to staff in their absence.