Executive Assistant

Hunt Military Communities•El Paso, TX

13d

About The Position

The Executive Assistant will be responsible for directing questions and requests for information, managing complex reports, and creating and monitoring complex plans and schedules. The Executive Assistant supports the CEO, President, and other members of executive management. The Executive Assistant has exposure to highly sensitive information for the organization, requiring considerable tact, diplomacy, confidentiality, and judgment. Additional duties include drafting and distributing highly confidential correspondence, preparing reports, maintaining files, and performing various special projects. The Executive Assistant consistently exercises high discretion and independent judgment to execute the following essential job functions successfully.

Requirements

Bachelor's Degree in Business Administration; or, equivalent work experience Required.
Five or more years of executive administrative support. Required.
Experience in a dynamic environment with a commitment to meeting deadlines. Required.
Experience in Photoshop and/or InDesign Required.
Experience using Concur platform for travel reservations and expense reconciliation Required.
Strong time management, organizational skills, and detail oriented.
Demonstrated ability to exercise excellent judgment and discretion in handling highly confidential information.
Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally.
Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment.
A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity required.
Ability to resolve problems independently and work with a high degree of autonomy and responsibility.
Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required.
Strong analytical/problem solving skills.
It requires a detail-oriented, self-starter who takes initiative, can prioritize, works independently with limited direction, and multitasks in a busy environment. Ability to accept new responsibilities, adapt to procedures and processes, and work as a team.
Must demonstrate excellent written and verbal communication and interpersonal skills, particularly communicating effectively with all management and industry professionals.
Requires the ability to complete high volumes of tasks and projects quickly with little to no guidance; react with appropriate urgency to situations and events that require quick response or turnaround; take effective action without having to know the total picture; and efficiently and creatively solve difficult or complex problems that affect all levels of management.

Nice To Haves

Paralegal experience, commercial real estate Preferred.

Responsibilities

Manages the coordination and arrangement of meetings and events, with high-level executives inside and outside the company.
Proactively manages daily and long-term calendars for the President, Division leaders, Sr. Executives and other members of the team.
Screens and prioritizes leader’s time, including screening incoming calls and messages.
Manages the day-to-day activities of the CEO, including both business and personal matters.
Independently answers and/or triages requests for information.
Independently establishes, organizes, and maintains files.
Facilitates communication and acts as an effective liaison between internal and external customers by providing confidential, timely, and accurate information professionally.
Reviews and prioritizes documents, including incoming and outgoing mail, and responds as appropriate.
Drafts and prepares correspondence, announcements, presentations, and reports both internal and external to the Company.
Sets up and manages conference calls and meetings, including preparing and organizing meeting space and materials in advance, ordering food for breakfast/lunch, etc..
Maintains the cleanliness and overall appearance of the physical office. Ensures kitchen items are sufficiently stocked, including coffee and utensils in drawers, etc.
Inventory tracking as well as managing/ordering and replenishing office supplies.
Accepts all incoming packages and directs to appropriate individuals.
Monitors and manages deadlines set for personnel reporting.
Arranges complex international and domestic travel.
Leads projects independently by researching, preparing, and coordinating material.
Performs office receptionist duties to all visitors and vendors in-person and on the phone.
Assists with client contacts and support.
Assists with projects/transactions in progress, including administrative details, maintains contract timelines, and delivers documents.
Manages office moves and other various facilities related tasks if applicable.
May handle coding and payment of vendor invoices.
Administers and organizes various aspects of business and personal matters for various members of executive management.
Communicates and responds effectively to verbal and written inquiries on behalf of leadership to professionally represent programs and policies in communications with all levels of employees and management, as well as with external stakeholders as necessary.