Executive Assistant II
At a glance
Location: US-TX-Irving Map
Posted: 02/10/2020
Closing: 03/09/2020
Degree: High School
Type: Full-Time
Experience: At least 5 year(s)
Job description
Performs diverse executive-level administrative support by organizing and coordinating the day-to-day operations of the department. By nature of the position, a high degree of professionalism is required dealing with high-level contacts and exposure to sensitive information requiring the use of tact, diplomacy, discretion, judgment, and independent decision-making. Manages incoming and outgoing correspondence, drafts communication and responses to inquiries. Provides guidance and response to requests in the absence of the departmental Leader.   MAJOR RESPONSIBILITIES
  • Manages phone contacts by answering all calls in a timely manner, responding to callers in a courteous and welcoming manner and appropriately handling the call to the caller's satisfaction.
  • Sets up meetings and appointments ensures meeting areas are prepared and meals are provided when appropriate.  Ensures all meeting materials, if any, are delivered to all participants in a timely manner to ensure adequate time for meeting preparation.
  • Manages all incoming and outgoing correspondence, date stamps incoming correspondence and distributes to the appropriate persons. Ensures overnight or special delivery mail is appropriately handled.
  • Schedules appointments, arrange travel and prepares the necessary documentation to ensure travelers have all necessary information when traveling.
  • Files correspondence, reports, and other required materials. Maintains files in an orderly and neat manner to ensure information can be readily accessed when necessary.
  • Prepares presentations and reports as requested to include PowerPoint, Excel and Word documents.
  • Attends meetings, takes notes and drafts the meeting minutes for communication to the attendees.
  • Tracks requests made to the regions and other parties by the Senior Vice President and coordinates and organizes the responses.
  • Monitors inventory of supplies and orders supplies as necessary.
  • Maintains supply and file rooms in a neat and orderly manner.
  • Cooperates and coordinates with other administrative assistants to ensure office support is available when away from the office.

A. Education/Skills  
  • High school diploma or equivalent required.
  • Some college preferred or equivalent background gained through experience and training.
  • Excellent organizational, interpersonal, and executive assistant skills.
  B. Experience
  • Minimum of five (5) years executive assistant /administrative assistant experience at the senior executive level.
  • Fluency in oral and written English.
  • Proficient in all Microsoft Office products; i.e., Word, Excel, PowerPoint.
Executive Assistant II