Overview
Office Assistant/Receptionist Jobs in Dallas, TX at The Wilhite Law Firm
BOARD LIAISON:
Serve as liaison to three Boards of Directors, regularly communicating with the Boards and providing information as needed.
Perform coordination duties for Committees, Boards and other meetings to include preparing agendas; recording, transcribing, and distributing minutes; keeping track of attendance; preparing meeting packets; and arranging for meeting space and food delivery; and also keeping the Board Directory up to date.
Conduct research, compile data, and prepare papers for consideration and presentation by Executives, Committees, and Boards of Directors.
Meet with individuals, special interest groups, and others on behalf of Executives, Committees, and Boards of Directors.
Other pertinent and appropriate duties as assigned.
ADMINISTRATIVE SUPPORT:
Organize and schedule internal and external meetings and events.
Efficiently and expeditiously manage the CEO’s schedule to ensure stakeholder needs are being met and activities are coordinated in a timely manner.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, make arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Work directly with Board Members, Committee Chairs and senior staff to organize and coordinate meetings, reports, address needs and concerns in a professional manner.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic responses.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Maintain d efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintain uptodate calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensures that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
EXECUTIVE SUPPORT:
Advise the CEO and Executive team on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the Executive team’s calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointment with senior management and other internal and external meetings.
Coordinate pointtopoint travel needs as necessary including booking all travel and hotels, directions, commuting times, and ground transportation.
Maintain regular contact with the Executive team during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the Executive team is prepared for all meetings. Provide all necessary prereading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the CEO & Executive team on all matters.
Manage various special projects as assigned by the CEO & Executive Team.
Keep track of the CEO’s and Executive team’s expense reports and timesheets and submit to Accounting in a timely manner.
Organize and expedite the flow of work through the executive offices in a timely manner to assist in alleviating the executive workload.
Liaise with seniorlevel employees and external contacts on behalf of the supported executive.
Other pertinent and appropriate duties as assigned.
CUSTOMER SERVICE:
Build effective working relationships with key stakeholders; support administrative aspects of SERJobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problemsolving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and nonroutine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Experience working with Board Committee’s and taking minutes.
Minimum of five years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of three years of experience in a fastpaced environment, supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Offices suite required.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fastpaced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail, outstanding written and oral communication skills.
Ability to selfdirect and prioritize among competing goals and to initiate process improvement.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Title: Office Assistant/Receptionist
Company: The Wilhite Law Firm
Location: Dallas, TX
