Executive Assistant (Dallas, TX) - Austin Industries

Austin Bridge & Road•Dallas, TX

2h•Onsite

About The Position

Austin Industries is one of the nation’s largest, most diversified U.S.-based construction companies. With more than 8,000 employee-owners, Austin Industries provides nearly every type of civil, commercial and industrial construction services through the expertise of our operating companies: Austin Bridge & Road, Austin Commercial and Austin Industrial. Austin Industries has an outstanding opportunity for an Executive Assistant to the CEO at our corporate headquarters in Dallas, Texas. The Executive Assistant to the CEO provides high-level support, fosters positive relationships with employee-owners, clients, and suppliers. This role also assists senior management departments.

Requirements

Seeking at least five years’ comparable executive support experience
Background should include preparation of spreadsheets, graphs and charts, desktop publishing, and presentation materials
Expertise in the Microsoft Office Suite, excellent verbal and written skills, and strong organizational skills
Professional, upbeat, energetic, takes initiative, dependable, and takes pride in work
Must be extremely efficient, organized and resourceful
Ability to work overtime as needed

Responsibilities

Provide high-level administrative support to the CEO as well as other senior leaders of the company.
Support the CEO with logistics and preparation for high-level meetings (e.g., Board of Directors, Leadership Retreats, Key Managers), including compiling materials, coordinating venues, assisting with technology, and adjusting schedule as needed.
Interface with key personnel throughout the company to maintain a congenial working relationship with employee-owners, outside clients, and suppliers.
Open offices, prepare workstations, and review communications (emails, calls, calendars) daily to flag urgent items.
Maintain executive calendar, schedule appointments for luncheons, meetings, etc. and screen all proposed meetings.
Coordinate arrangements for company meetings including obtaining meeting space, notifying attendees, scheduling catering, etc.
Conduct research to keep senior leaders of the company up to date on items pertinent to Austin Industries
Screen visitors and callers to avoid unnecessary burdens on the CEO’s time
Handle travel arrangements for the CEO. Contact travel agency, schedule flights, hotels and car rentals. Provide detailed itinerary for reference.
Schedule the conference room for management courses; follow up to assure participant's attendance at scheduled seminars.
Communicate regularly with executives, CFO admin, and Key Managers for PTO and Out of Office notification/planning if necessary.
Serve as a contact/resource to provide information pertaining to various special events and employee-owner-related functions.
Assist in the preparation of special projects, projects include power point presentations, departmental budgets, manuals, or classroom materials
Liaise with Operations, People Dept., Legal, and IT to support planning, initiatives, and communication.
Maintain shared folders and manage document filing, distribution, and security.
Oversee the boardroom and copy room to ensure proper functionality.
Manage office supplies (letterhead, envelopes, etc.) and breakroom supplies.
Serve as the point of contact for internal and external stakeholders, managing access to the CEO.
Schedule and coordinate meetings, luncheons, and special events, including logistics and catering.
Serve in an "as needed" capacity as back-up to other departments.
Engage in ongoing professional development to stray current with business tools and practices.
Perform other duties as assigned.