Executive Assistant (Full-Time)

TRDI•San Antonio, TX

4d•Onsite

About The Position

PRIMARY DUTIES AND RESPONSIBILITIES Act as the point of contact among executives, employees, customers, and other external partners. Serve as Board Secretary – coordinating Board meetings, preparing agendas, gathering records and documents, taking minutes, and maintaining records in a neat and orderly manner. Manage information flow in a timely and accurate manner. Manage executives’ calendars and set up meetings. Make travel and accommodation arrangements. Prepare weekly, monthly or quarterly reports. Act as an office manager by keeping up with office logistics. Format information for internal and external communication with various stakeholders. Take minutes during meetings. Screen and direct phone calls and distribute correspondence. Organize and maintain the filing system. Collaborating with colleagues in obtaining and providing information for various business operations, such as insurance renewals, worker compensation records, electronic file feeds, support for medical insurance open enrollment, support for training and development in various areas. Coordinate corporate office general operational needs. Coordinate corporate event with internal and outside parties. Enhances division and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments. Other tasks directed by the Vice President and Senior Management. QUALIFICATIONS AND REQUIREMENTS Bachelor’s degree in Business Administration or related field Preferred Qualifications Minimum 3 years relevant work experience Work experience as an Executive Assistant, or similar role Excellent MS Office knowledge Outstanding organizational and time management skills Strong communication skills both orally and in writing. Ability to communicate in a clear and concise manner Adaptable and quick to pivot on tasks Strong business acumen. Ability to make decisions and solve problems quickly. Ambitious and target focused with a drive to succeed. Ability to use discretion and maintain confidentiality amongst colleagues. Strong attention to detail. Ability to read and interpret information and apply to our industry. Extensive working knowledge of MS Office package to use technology to remain effective and efficient. Ability to practice continuous improvement and seek innovative ways to solve problems. Ability to apply Project management skills. SKILLS AND EXPERIENCE Ability to communicate orally and in writing in a clear and concise manner Ability to organize effectively, delegate responsibility, make decisions, and solve problems quickly members Ability to maintain confidentiality of information Keen eye to detail Extensive working knowledge of Microsoft Office Package (Excel, PowerPoint, Word, etc.) PHYSICAL REQUIREMENTS The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. WORK ENVIRONMENT This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers and smartphones. POSITION CLASSIFICATION AND EXPECTED HOURS OF WORK This is an Exempt full-time position. Typically, Monday through Friday, 8:00 a.m. to 5:00 p.m. Work schedule varies and may require extended hours and weekends.

Requirements

Bachelor’s degree in Business Administration or related field
Minimum 3 years relevant work experience
Work experience as an Executive Assistant, or similar role
Excellent MS Office knowledge
Outstanding organizational and time management skills
Strong communication skills both orally and in writing.
Ability to communicate in a clear and concise manner
Adaptable and quick to pivot on tasks
Strong business acumen.
Ability to make decisions and solve problems quickly.
Ambitious and target focused with a drive to succeed.
Ability to use discretion and maintain confidentiality amongst colleagues.
Strong attention to detail.
Ability to read and interpret information and apply to our industry.
Extensive working knowledge of MS Office package to use technology to remain effective and efficient.
Ability to practice continuous improvement and seek innovative ways to solve problems.
Ability to apply Project management skills.
Ability to communicate orally and in writing in a clear and concise manner
Ability to organize effectively, delegate responsibility, make decisions, and solve problems quickly
Ability to maintain confidentiality of information
Keen eye to detail
Extensive working knowledge of Microsoft Office Package (Excel, PowerPoint, Word, etc.)

Responsibilities

Act as the point of contact among executives, employees, customers, and other external partners.
Serve as Board Secretary – coordinating Board meetings, preparing agendas, gathering records and documents, taking minutes, and maintaining records in a neat and orderly manner.
Manage information flow in a timely and accurate manner.
Manage executives’ calendars and set up meetings.
Make travel and accommodation arrangements.
Prepare weekly, monthly or quarterly reports.
Act as an office manager by keeping up with office logistics.
Format information for internal and external communication with various stakeholders.
Take minutes during meetings.
Screen and direct phone calls and distribute correspondence.
Organize and maintain the filing system.
Collaborating with colleagues in obtaining and providing information for various business operations, such as insurance renewals, worker compensation records, electronic file feeds, support for medical insurance open enrollment, support for training and development in various areas.
Coordinate corporate office general operational needs.
Coordinate corporate event with internal and outside parties.
Enhances division and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
Other tasks directed by the Vice President and Senior Management.