Executive Assistant, Facilities

Castle Management•Frisco, TX

16d

About The Position

The Executive Assistant provides high-level administrative support to one or more executives, managing schedules, communications, travel, documents, confidential records, and projects. The role helps ensure smooth operations and supports key business initiatives, while providing exemplary service consistent with Castle Group’s values, mission, and Castle Royal Service standards. The position works with department heads and teams to support communication and alignment on business goals and may help coordinate company events and executive meetings. Additional tasks may be assigned, with confidentiality and professionalism expected. The role requires strong organizational, communication, interpersonal, and customer service skills. The Executive Assistant must be able to manage competing priorities and deadlines, exercise sound judgment, and handle sensitive information with integrity. The physical requirements include extended periods of sitting or standing, mobility around properties or buildings, occasional lifting, and the ability to respond to emergencies. Extended hours and weekends may be needed, as well as travel to locations throughout Florida for overnight meetings.

Requirements

High school diploma.
At least 5 years of related experience serving a C-class executive.
Extensive domestic and international travel-arrangement experience.
Valid driver’s license.
Knowledge of office administration, clerical procedures, and recordkeeping systems.
Highly organized and detail-oriented, with strong people skills.
Ability to type 60 words per minute.
Ability to work under tight deadlines and use time effectively according to priorities.
Strong customer service, communication, and interpersonal skills.
Effective written and verbal communication, including the ability to gain buy-in from teammates, customers, and management.
Ability to present and communicate effectively.
Proficiency with Microsoft Office Suite or similar software and ability to learn new or updated software.
Ability to act with integrity, professionalism, and confidentiality.
Ability to work under pressure, maintain composure, and exercise good judgment in emergencies or stressful situations.
Ability to lift 10 pounds; hear, understand, and respond appropriately to verbal requests in person and by telephone.
Ability to work in an upright standing or sitting position for long periods, at least 75% of the day.
Ability to communicate, receive, and respond verbally and in writing in an understandable, professional manner.
Ability to reach, grasp, lift, stoop, and bend, and to navigate properties or buildings quickly and easily.
Correctable visual ability of 20/20 and manual dexterity to input data into a computer.
Ability to work extended hours and weekends as needed and respond to emergencies in a timely manner.
May need to travel long distances to locations throughout Florida and attend overnight meetings.

Nice To Haves

Bachelor’s degree in business administration or a related field; experience may substitute for the degree.
Professional event management experience.
Property management experience.
QuickBooks proficiency.
Fluency in multiple languages.

Responsibilities

Oversee the executive’s schedule, meetings, appointments, and travel arrangements to ensure effective use of time.
Organize and streamline the executive’s commitments, focusing on priorities and productivity.
Serve as the main point of contact for internal and external stakeholders, managing communications and follow-ups.
Draft, edit, and proofread emails, reports, presentations, and other materials.
Prepare meeting agendas, attend meetings, take notes, and follow up on action items.
Assist with key projects by tracking progress and deadlines.
Manage travel plans, expense reporting, and budget tracking for the executive.
Organize and protect confidential files, documents, and records.
Work with department heads and teams to support communication and alignment on business goals.
May support or help coordinate company events and executive meetings.
May support multiple executives.
Perform additional assigned tasks while maintaining confidentiality and professionalism.