Overview
Administrative Assistant Jobs in Plano, Texas, USA at EPITEC
Position Title: Administrative Assistant to support VP
Summary: Provide comprehensive administrative and clerical support, along with personal assistance to the VP. Responsibilities include maintaining the Executives itinerary and schedule, providing communication screening and services, and handling highly confidential and sensitive materials. Act as the travel coordinator, planning and arranging domestic and international travel, meetings, accommodations, and appointments. Manage inventory of assigned property and equipment, prepare personnel transaction documents, and ensure access to company benefits and communication materials.
Serve as a source of administrative information, forms, policies, procedures, and records for the executive. Process expense reports promptly and ensure accurate expense allocations and budgeting.
Job Responsibilities:
Plan, organize, and prioritize multiple assignments and projects with minimal or no direction.
Manage scheduling for Executive leaders, including resolving schedule conflicts, prioritizing schedules, and handling meeting logistics (location, audio/video, meals, etc.).
Interact professionally with external customers, agencies, and possibly media, maintaining continuous executive and industry contacts.
Maintain the Executives itinerary and schedule with attention to detail, identifying critical communications and the need for the Executives notification. Interpret and clarify requests, and assist with required responses and actions.
Prepare executive-level reports, compile data into comprehensible formats, and provide information for effective community, internal, and company headquarters communications.
Arrange domestic and international travel and accommodations, schedule and plan meetings and appointments for the Executive and special visitors, and coordinate VIP visitor accommodations and special travel needs.
Schedule executive conference rooms, maintain conference room equipment, and provide materials and supplies. Coordinate executive meetings and schedules with internal leadership via executive admin staff.
Perform word processing and prepare presentations, spreadsheets, correspondence, contracts, internal memos, expense and status reports, etc. Establish executive-level documentation standards and create templates and styles to be used.
Maintain network access, applications, and printing, and resolve network difficulties for the chief executive.
Foster good relations between the Executive and employees, as well as customers, by ensuring thank you notes are sent, flowers are sent according to policy, and other necessary actions are taken.
Participate in projects and committees as needed.
Handle various tasks such as managing office supplies, organizing department events, maintaining the offices, and other general affairs.
Skills/Qualifications:
Bachelors degree with at least 5 years of EA experience supporting VP-level executives and staff.
Advanced proficiency in developing executive presentations using various PC applications, including word processing, spreadsheet graphs, tables, etc., in Excel, Tableau, and PowerPoint.
Ability to develop and maintain excellent working relationships with all appropriate executive levels within the company, the local community, and critical industry contacts.
Independent and critical thinking skills required, as specific direction is often limited.
Ability to read, write, prepare, and interpret executive materials, presentations, contracts, or related documents.
Handle highly confidential and sensitive materials and issues.
Title: Administrative Assistant
Company: EPITEC
Location: Plano, Texas, USA
Category: Administrative/Clerical (Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin, Business Administration), Business (Office Administrator/ Coordinator, Business Administration)
