Executive Assistant

Overview

The Executive Assistant is a highly organized, proactive professional responsible for ensuring seamless office operations and providing high-level administrative support to the CEO and executive team. This role combines traditional executive support functions, such as calendar management, travel coordination, and confidential communication, with operational office responsibilities, inventory management, and team event planning. This role also provides as needed support to Human Resources.

Location

Dallas, TX; Corporate Office

Scope

US

Education

Minimum required: High School Diploma or equivalent experience (5+ years)

Preferred: Bachelor’s or equivalent experience (5+ years)

Span of Control:

Reports to: Senior HRBP (corporate office based)

Oversight:  This position has no direct reports

Role/ Responsibilities

• Maintain confidentiality of corporate information and handle sensitive data appropriately.
• Oversee daily office operations, ensuring a well-maintained, organized, and functional office environment.
• Manage office supplies, inventory, and office equipment, ensuring timely replenishment and maintenance.
• Manage complex executive calendars, coordinate meetings, and schedule appointments across multiple time zones.
• Arrange domestic and international travel for executives, including itineraries, accommodations, and transportation.
• Plan and coordinate executive and team events, including venue selection, catering, and logistics.
• Support preparation of executive expense reports and assist with company-wide expense tracking.
• Assist in preparing board materials, investor reports, and CEO presentations—ensuring alignment and strategic accuracy.
• Organize department meetings, take minutes, and follow up with group members on deliverables.
• Assist in handling employee-related tasks, including coordinating onboarding and office needs for new hires.
• Prioritize and manage multiple office-related projects and follow through on issues in a timely manner.

Qualifications

Minimum required:

• Minimum 5+ years of experience as an Executive Assistant, Office Manager, or similar administrative role.
• Experience managing multi-state payroll and office operations.
• Expert with MS Office Suite and payroll systems.
• Experience coordinating travel arrangements (domestic and foreign) and managing event logistics
• Ability to work independently and manage office-related tasks with discretion.

Teamwork/Leadership/interpersonal Skills:

• Sense of urgency and positive attitude
• Dependable, highly organized, and strong attention to detail
• Flexibility; adaptable to changing business needs, conditions and work responsibilities
• Strong problem resolution and project management skills
• Exceptional verbal, written, and communication skills
• Ability to handle multiple priorities at any given time and consistently meet deadlines
• Strong interpersonal skills to effectively interface with executives, employees, investors, customers, etc. both inside and outside of the company
• Professional demeanor

Organizational  Interlocks

This position will work closely with both external and internal stakeholders.

Physical Demands/ Travel required

Work associated with this position is sedentary in nature and performed indoors at a desk either remotely or in an office setting.

Travel for this position is less than 10%.

This position is hybrid in office (3-4 days) and remote (1-2 days).