HR Executive Admin Assistant IV

TeleWorld Solutions Inc•Plano, TX

19h

About The Position

TeleWorld Solutions is seeking a highly experienced Executive Administrative Assistant to provide strategic and high-level administrative support to the Vice President of HR and the HR office. This role requires exceptional experience with conducting research, handling information requests and performing a vast array of clerical functions. The ideal candidate is proactive, detail-oriented, highly organized, and thrives in a fast-paced executive environment while maintaining professionalism with internal and external stakeholders at the highest levels.

Requirements

Bachelor degree
2+ years corporate experience required.
Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
Ability to work independently and manage one's time.
Ability to keep information organized and confidential. Must have professional demeanor at all times. Immaculate follow up skills, strong attention to detail is a must.
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Nice To Haves

Veteran or veteran spouse with expertise in telecommunications

Responsibilities

Manage complex and extremely active executive calendars
Prioritize and resolve scheduling conflicts proactively
Coordinate meeting logistics (location, AV setup, catering, materials)
Maintain detailed executive itineraries with precision
Ensure executives remain on track throughout daily schedules
Serve as liaison between executive leadership, internal teams, external partners, agencies, and media contacts
Screen communications and determine urgency and executive notification requirements
Prepare executive-level reports, correspondence, presentations, contracts, and internal memos
Interpret and clarify requests; coordinate appropriate responses and follow-up actions
Maintain strong executive and industry relationships
Coordinate domestic and international travel arrangements, accommodations, and special travel needs
Arrange VIP visitor logistics and hospitality
Process and submit travel and expense reports accurately and in a timely manner
Review expense allocations and ensure budget alignment
Prepare agendas and meeting materials for executive, board, and committee meetings
Coordinate conference room scheduling and equipment readiness
Assist with planning and execution of internal and external events
Maintain office supply inventory and manage general office functions
Establish executive documentation standards and templates
Review and approve invoices, reports, and financial documents
Maintain records management systems
Support onboarding/offboarding processes, including IT access and equipment setup
Provide basic troubleshooting for hardware/software issues
Respond to organizational updates (org charts, seating charts, etc.)
Maintain strict confidentiality with sensitive executive materials
Assist current executive to support VP of HR including calendar management, daily administrative task, suppporting HR team's function.
Perform general office duties such as mailing, making copies/prints, coordinating schedules, setting up the office, maintaining office equipment and condition, ordering office supplies, maintaining records management systems, and performing basic bookkeeping work.
Prepare invoices, reports, memos, letters, financial statements, and other documents.
File and retrieve corporate documents, records, and reports.
Open, sort and distribute incoming correspondence, including faxes and emails.
Prepare responses to correspondence containing routing inquiries.
Assist in event planning including scheduling, catering, set up and break down