Personal Assistant to Chief Executive Officer
Executive assistant job in Dallas, TX
A well-established, fast-growing company is seeking a Confidential Executive Assistant / Personal Assistant to provide high-level administrative, operational, and occasional personal support to the CEO. This position requires exceptional organizational skills, professionalism, and discretion. The right candidate will be highly reliable, resourceful, and comfortable managing a wide range of responsibilities - from executive scheduling and communications to local driving and logistical coordination.
Responsibilities:
Manage and prioritize the CEO's daily schedule, appointments, and travel logistics.
Coordinate meetings, prepare agendas, take notes, and track follow-up actions.
Draft, edit, and prepare correspondence, presentations, and reports.
Serve as liaison between the CEO and internal/external stakeholders, maintaining confidentiality at all times.
Manage special projects and assist in planning company meetings and off-site events.
Provide occasional personal support, including driving the CEO to meetings, events, and airport drop-offs/pickups.
Ensure vehicle cleanliness, readiness, and safe transport at all times.
Handle confidential and sensitive matters with discretion and professionalism.
Anticipate needs and proactively resolve issues to ensure smooth daily operations.
Requirements:
Bachelor's degree or equivalent professional experience.
Minimum 7+ years of experience supporting senior or executive-level leadership.
Exceptional organizational, time-management, and multitasking abilities.
Excellent written and verbal communication skills.
Professional demeanor with strong attention to detail and follow-through.
Valid driver's license and clean driving record (MVR required).
Ability to maintain confidentiality and use sound judgment in all matters.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Flexibility to assist with personal errands, occasional after-hours needs, or short trips as required.
Must be reliable, discreet, and able to represent the CEO and organization with the utmost professionalism.
What's Offered:
Competitive base salary commensurate with experience.
Comprehensive health, dental, and vision insurance.
401(k) with employer match.
Generous paid time off and holidays.
Flexible hybrid work arrangement when not driving or on-site.
Opportunity for long-term growth within a respected organization.
Professional and supportive environment working directly with executive leadership.
Executive Assistant to Chief Executive Officer
Executive assistant job in Houston, TX
Executive Assistant
Join a high-performing as the Executive Assistant becoming the trusted right hand to the CEO and an anchor to office operations. This is a full-time, direct hire, hybrid role based in Houston, TX with a meaningful opportunity to support executive leadership and contribute to operational excellence.
Company Profile
Values-based consulting firm specializing in professional development, leadership strategy, and organizational excellence
High-impact services to top-tier law, finance, and private equity firms across the nation.
Executive Assistant Role
As the Executive Assistant, you will directly support the CEO and act as a central administrative resource across the team.
This highly visible role requires exceptional organizational skills, discretion, and proactive problem-solving to manage executive scheduling, meeting preparation, logistics, and internal operations.
Manage complex executive calendars, appointments, and meeting logistics
Prepare the CEO for meetings and events by compiling reports, documents, and key insights
Track CEOs priorities and ensure timely execution of follow-up tasks
Coordinate domestic travel for the CEO and support team travel needs as required
Maintain and update CRM systems, contact databases, and document archives
Take detailed notes, transcribe meeting summaries, and manage task assignments
Support client-facing events and assist with presentation materials
Manage general office operations including vendor liaison, supply orders, and equipment tracking
Oversee team expense reports and facilitate standard operating procedures for efficiency
Create and edit reports, internal documents, and PowerPoint presentations
Assist with civic, leadership, and professional commitments on behalf of the CEO
Take initiative on special projects and ad hoc tasks in a dynamic environment
Executive Assistant Background Profile:
Bachelor degree required
Minimum of 5 years experience supporting C-suite executives in a fast-paced, high-expectation environment
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); will be tested
Knowledge of LinkedIn, QuickBooks, and HubSpot is a plus
Highly organized with strong attention to detail, time management, and multitasking abilities
Strong written and verbal communication skills; must pass grammar and communication assessment
Discreet and professional, with a high degree of integrity and confidentiality
Tech-savvy with a willingness to learn new tools and systems
Positive, team-oriented attitude with strong interpersonal and relationship-building skills
Comfortable in a small office environment with hybrid flexibility
Must be authorized to work in the U.S. and pass a background check
Features and Benefits of Client
Competitive salary with annual bonus potential
20 days of PTO annually (vacation and sick leave)
Simple IRA retirement plan with 2% company match
Monthly healthcare stipend
Hybrid work schedule with in-office presence in central Houston
Collaborative team environment that values transparency, growth, and trust
High-touch role with direct access to executive leadership and the ability to make a real impact
Equal Opportunity Employer. Candidates must be authorized to work in the United States without sponsorship. The client cannot sponsor any visas.
Disclaimer: Sensitive and personal data will not be requested until a job offer is made and accepted. If you ever doubt the validity of
Executive Assistant
Executive assistant job in Houston, TX
An established business consulting company is seeking an Executive Assistant to provide high-level administrative support and help drive operational excellence. The ideal candidate is a proactive, detail-oriented professional with exceptional organizational and communication skills and a strong sense of urgency.
Salary: $95,000-$100,000
Discretionary annual bonus
Location: Houston, TX - Downtown/Galleria
Type of Position: Direct Hire
Benefits: health care stipend, IRA with match, PTO
Responsibilities:
Provide comprehensive professional and personal support to the CEO.
Prepare for meetings and events, including finalizing materials and taking detailed notes.
Schedule, confirm, and manage appointments across multiple time zones.
Coordinate domestic travel arrangements (flights, accommodations, and transportation) for both professional and personal purposes.
Maintain and update an extensive contact database.
Support the CEO's involvement in external civic and leadership activities.
Collaborate with the team to create and maintain standard operating procedures (SOPs).
Oversee project management and track tasks using a project management system (PMS).
Ensure efficient filing and office organization.
Create, edit, and format documents and PowerPoint presentations.
Assist with client-facing events.
Manage office operations, including liaison with building management, ordering and cataloging supplies, tracking office equipment, and expense reporting for the team.
Requirements:
At least 7 years of high touch EA experience with a strong mixture of professional and personal support experience.
Ability to work effectively in a small office environment.
Ability to manage complex scheduling and projects with autonomy.
Comfortable operating in ambiguity.
Experience maintaining and managing household calendars for activities, appointments, and events and ensuring the family calendar syncs with office calendar.
Strong client service skills and a professional demeanor.
Excellent organizational and time management abilities.
Proficient in Outlook, Microsoft Word, Excel, and PowerPoint.
Exceptional grammar and communication skills.
Ability to handle confidential information with discretion.
Executive Assistant
Executive assistant job in Dallas, TX
Executive Assistant - Investment Banking
This role is primarily focused on providing high-level executive and project support to senior members of an investment banking team. Responsibilities include managing complex calendars, coordinating travel, handling expenses, and planning internal and external events - all with precision, professionalism, and discretion. The ideal candidate is proactive, detail-oriented, and skilled at managing time and priorities in a fast-paced environment.
In addition to “traditional” administrative duties, this role will also support projects and initiatives that enhance team efficiency and business performance, including CRM management, presentation creation and marketing support - requiring coordination across teams and thoughtful execution.
This role is 100% onsite in our client's Dallas office.
Key Responsibilities:
Provide seamless calendar management, travel booking, and expense reporting for senior team members.
Plan and coordinate events that build team culture and engagement.
Serve as a reliable point of contact for internal and external stakeholders.
Support and occasionally lead business-critical projects that increase operational efficiency and support investment team goals.
Maintain recurring workflows and documentation with accuracy and consistency.
Uphold the firm's values in all communication and execution.
Ideal Candidate Profile:
Bachelor's degree from an accredited four-year university highly preferred.
5+ years of experience in executive support roles in fast-paced, corporate environments.
Experience in investment banking, wealth management, or private equity highly preferred.
Strong organizational and communication skills.
Proven ability to manage complex logistics and handle confidential information with discretion.
Familiarity with CRMs, productivity tools, and interest in tech-driven efficiency.
High emotional intelligence, professional maturity, and adaptability.
Strong attention to detail and a commitment to excellence.
Executive Assistant to Chief Executive Officer
Executive assistant job in Houston, TX
Executive Assistant to the CEO
Are you organized, detail-oriented, and excited about joining a dynamic company?
Employment Type: Full-Time, On-site
Travel: Frequent travel to Washington, D.C. and other locations
School Tours of America is seeking a high-level Executive Assistant to support the CEO in a fast-paced, growth-focused environment. This role requires exceptional communication skills, technological fluency, and the ability to manage sensitive and strategic responsibilities with professionalism.
Key Responsibilities:
- Manage the CEO's calendar, email, communications, and travel.
- Prepare presentations, reports, briefings, and correspondence.
- Lead the monthly Executive Committee Meeting, including agendas and follow-up.
- Lead the Technology Strategy Committee and support IT-related initiatives.
- Support multi-state travel, meetings, and operational logistics.
- Coordinate cross-department communication and manage special projects.
What We're Looking For:
- 5+ years supporting a senior executive or C-suite leader.
- Exceptional skills in email drafting, Excel, presentations, social media, and modern apps.
- Strong organizational and project management skills.
- Ability to exercise discretion and maintain confidentiality.
- Tech-savvy, proactive, and capable of independent decision-making.
- Bachelor Degree.
Benefits:
We offer a competitive compensation package including:
- Medical, dental, and vision insurance options
- Retirement savings plan
- Paid time off (PTO)
- Paid holidays
- Company-sponsored life and disability coverage
Executive Assistant to the Chief Clinical & Research Officer
Executive assistant job in Dallas, TX
Parkinson Voice Project seeks a full-time Executive Assistant to the Chief Clinical & Research Officer to provide comprehensive support to our new Chief Clinical and Research Officer (CCRO) by assisting with clinical program operations, research activities, executive-level administrative responsibilities, and planning for our annual clinical symposium. You will join a dynamic team at our headquarters in Richardson, Texas.
Click below to learn more about Parkinson Voice Project.
Effective Parkinson's Speech Therapy
Parkinson Voice Project is a nonprofit organization dedicated to helping people with Parkinson's and related disorders regain and retain their speech and swallowing through its evidence-based SPEAK OUT! Therapy Program. With global reach and growing demand, PVP is expanding its clinical and research team to drive innovation, quality, and accessibility worldwide.
The ideal candidate will have a desire to make an impact in the Parkinson's space by furthering our vision to make SPEAK OUT! Therapy available worldwide. A bachelor's degree with a background in executive-level administrative support, healthcare, communication sciences, psychology, or a related field is required. Experience in research coordination or healthcare is strongly preferred. This is a 36-hour, 4-day work week (off Fridays), full-time position with benefits.
Responsibilities: This position involves a variety of tasks, including:
Executive Support
Manage the CCRO's calendar, scheduling internal and external meetings across time zones.
Coordinate travel, accommodations, and itineraries for all engagements.
Prepare meeting materials, agendas, briefing documents, and follow-up action items.
Handle confidential and sensitive information with professionalism and discretion.
Operations & Program Coordination
Assist with organization and tracking of continuing education programs, trainings, and annual recertification processes.
Maintain organized systems for program documentation, protocols, and workflows.
Serves as the point of contact for scheduling, logistics, and program inquiries.
Maintains organized digital and physical filing systems.
Contributes to process improvements that increase efficiency across clinical, research, and executive functions
Manages Education inbox.
Maintains and updates accuracy of provider information within Salesforce, education management systems, and the website.
Assists with Office Hours; tracks attendance, monitors questions.
Provides support to Parkinson Voice Project's Continuing Education Administrator for ASHA, registers new courses, submits ASHA CEU reports on time, reviews CEU Rosters, saves files on data drive as needed; alerts CEO of any issues or concerns.
Reports key metrics related to the Clinical and Research department for the Monthly Operations Report.
Handles the admin tasks for the SPEAK OUT! Providers' Facebook Page.
Coordinate clinical-research-related meetings with internal and external collaborators.
Assist with tracking research timelines, milestones, and documentation.
Serve as a point of contact between the CCRO and internal staff, clinicians, researchers, international partners, and external stakeholders.
Draft and edit professional correspondence, reports, presentations, and program updates.
Support preparation for board reports, leadership meetings, and strategic presentations.
Project Management
Track strategic projects, deadlines, deliverables, and key performance indicators.
Help create systems that improve efficiency, communication, and workflow across clinical, education, and research teams.
Monitor progress of global program expansion efforts and assist with logistics and coordination.
Requirements
Bachelor's degree required, background in healthcare, communication sciences, psychology, or related field preferred.
Prior experience in research coordination, healthcare, and/or executive-level administrative support strongly preferred.
Excellent organizational and project management skills with the ability to manage multiple priorities.
Proficiency in Microsoft Office Suite, Google Workspace, and Adobe Premiere Pro is preferred. Experience with Salesforce and WordPress is helpful.
Excellent verbal and written communication skills.
Meticulous attention to detail and a high level of accuracy.
Self-motivated, positive, and energetic with a principled work ethic.
Key Skills & Attributes
Strong attention to detail and ability to manage multiple priorities.
Proactive problem-solver with strong critical thinking skills.
High level hospitality and public facing communication skills.
Discretion and professionalism in handling sensitive information.
Ability to work independently and collaboratively.
About Our Organization
Parkinson Voice Project was founded on December 13, 2005. Our mission is to help people with Parkinson's REGAIN and RETAIN their speech and swallowing. An estimated ten million people worldwide live with Parkinson's, and ninety percent need our services.
In 2010, we developed a highly effective, evidence-based speech treatment for people with Parkinson's called the SPEAK OUT! Therapy Program. We treat patients throughout Texas from our clinic in Richardson, Texas (in-person and online). We are also replicating our SPEAK OUT! Therapy Program across the U.S. and abroad by training speech-language pathologists and graduate students worldwide.
Since 2008, we have uniquely funded our nonprofit organization through a Pay It Forward program. No patient has ever been denied treatment due to financial limitations or insurance restrictions. Patients receive all the speech therapy they need. We provide all our patient care services at no charge, and we also don't bill Medicare or insurance.
If this unique opportunity instills passion and enthusiasm, Parkinson Voice Project looks forward to hearing from you. Please email your cover letter and resume to Laura Langer, our Chief Clinical & Research Officer, at ********************************* for consideration. Please do not apply through LinkedIn.
Visit Parkinson Voice Project to learn more about our organization.
Executive Assistant (Bilingual Mandarin Chinese)
Executive assistant job in Houston, TX
Responsibilities:
Serve as the first point of contact by answering calls and routing them to the correct team members or departments
Handle all incoming and outgoing mail, packages, and courier deliveries
Coordinate calendars and schedule appointments
Provide broad administrative support, including:
Organizing meetings and managing daily communication
Arranging travel plans and itineraries
Completing data entry, filing, and maintaining organized records
Preparing draft documents and transcribing meeting notes
Perform routine office tasks such as scanning, copying, and faxing
Accompany and assist the General Manager during business travel when needed
Offer occasional support for sales activities-such as following up with clients, preparing quotes, and updating customer information-while noting this is not a sales-focused position
Qualifications:
Strong command of Microsoft Office applications (Word, Excel, PowerPoint)
Exceptional organizational abilities with strong multitasking and prioritization skills
Clear, professional communication skills, both written and verbal
High level of accuracy and attention to detail
Ability to handle confidential information with discretion
Experience with QuickBooks or comparable accounting software is an advantage
Professional phone demeanor and the ability to manage calls smoothly and courteously
Bachelor's degree preferred; equivalent experience may be evaluated
Please note:
This job description is not exhaustive, and additional responsibilities may be assigned as needed.
🏛️ The company is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to fostering an inclusive environment for all employees regardless of race, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
By submitting any application or resume to us, you will be deemed to have agreed & consented to us collecting, using, retaining & disclosing your personal information to prospective employers with the services provided by us.
Executive Assistant
Executive assistant job in Austin, TX
Smartish is looking for an experienced Executive Assistant who is equal parts operator, problem-solver, and force multiplier. Someone who helps our CEO and President (two different people/roles) stay locked in on what matters most within our 16-year-old "startup" business.
This is not a reactive “calendar and coffee” role. You'll think strategically, act proactively, and build systems that create clarity, remove friction, and amplify impact. You'll be the quiet engine that keeps two high-output leaders focused, effective, and in sync. You will also drive the early recruiting pipeline so top candidates enter and hiring managers stay focused on selection.
If you thrive in a fast-paced environment, anticipate needs before they're spoken, and can juggle details while keeping your cool, we want you on our team.
Reports To: President
Supports: CEO & President
Seat Type: Executive Support
Location: Austin, TX (In-office; Downtown HQ-based with occasional warehouse travel, ~10 minutes between locations)
Type: Full-Time
Primary Purpose: Provide high-level administrative and operational leverage to the CEO and to the President; protecting their time, maximizing focus, and ensuring follow-through across leadership priorities and company initiatives.
Core Accountabilities
Executive Time & Priority Management
Communication, Coordination & Follow-Through
Idea Wrangler & Project Scout
Meeting Preparation & Strategic Support
Recruiting & Talent Pipeline Support
Systems, Tools & Process Optimization
Confidential, Personal & HR Support
Executive Time & Priority Management
Own and optimize the CEO and President's calendars with a bias for strategic time use and flow.
Proactively schedule deep work, project syncs, and company meetings with minimal conflict.
Serve as the gatekeeper for time, triaging requests and ensuring alignment with company priorities.
Anticipate schedule shifts, deadlines, and travel impacts before they happen.
Plan and execute detailed travel itineraries for business and occasional personal travel.
Build contingency plans for changes, ensuring zero surprises.
Build and maintain executive dashboards, reminders, and milestone trackers.
Communication, Coordination & Follow-Through
Manage high-volume communications with discretion, clarity, and speed.
Draft, edit, and send correspondence on behalf of executives; always reflecting their tone and intent.
Keep internal tools, such as Wrike, up to date with executive actions and next steps.
Ensure nothing falls through the cracks. Track commitments and follow up without prompting.
Act as liaison between executives, staff, vendors, and external partners to maintain smooth flow of information.
Idea Wrangler & Project Scout
When inspiration strikes the execs, you're the one who runs it down researching, validating, and packaging it into something real.
Deliver crisp takeaways, insights, and next-step plans that move ideas from “what if?” to “what's next.”
Track leadership projects, quarterly “rocks,” and key metrics to ensure alignment and momentum.
Partner with cross-functional teams to keep priorities moving and eliminate bottlenecks.
Build simple systems to maintain accountability and progress visibility (Wrike, Confluence, Scorecards).
Meeting Preparation & Strategic Support
Prepare agendas, scorecards, and pre-reads for key meetings.
Capture clear, actionable notes and follow up on deliverables.
Summarize complex discussions into digestible updates for the broader team.
Keep company meeting cadence organized (L10s, quarterlies, All-Hands).
Help distill executive insights into direction for leadership and staff.
Recruiting & Talent Pipeline Support
Own the early stages of Smartish's recruiting process to ensure strong candidates enter the pipeline and hiring managers stay focused on selecting the best talent.
Partner with hiring managers to define role needs and create accurate, compelling job descriptions.
Manage job postings and keep pipelines organized across platforms.
Screen resumes and conduct initial candidate pre-screens to filter for fit, competence, and alignment with Smartish values.
Serve as the first point of contact for candidates, ensuring a polished and on-brand experience.
Coordinate with the Office Administrator to schedule interviews and maintain smooth communication throughout the process.
Systems, Tools & Process Optimization
Create and refine repeatable systems for recurring executive tasks.
Maintain and improve SOPs, Wrike, and Confluence pages for clarity and efficiency.
Identify operational inefficiencies and recommend or implement solutions.
Ensure both execs are equipped with what they need before they need it.
Support onboarding and offboarding workflows for new team members who report to President
Confidential, Personal & HR Support
Handle confidential information and documents with impeccable discretion.
Support sensitive company projects (e.g., reviews, contracts, personnel transitions).
Manage occasional personal logistics when they directly impact executive efficiency.
Ensure confidentiality, composure, and professionalism in all interactions.
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Outcomes / Success Indicators
The CEO and President's calendars reflect their true priorities.
Meetings start on time, with agendas, prep materials, and follow-up clarity.
Leadership projects maintain traction without needing reminders.
Communication is timely, polished, and always reflects Smartish core values.
Events and project results happen smoothly with contingencies already planned.
Executives spend time on high-leverage work, not administrative tasks.
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Skills & Experience
5+ years supporting senior executives, founders, or CEOs in fast-paced environments.
4+ years of recruiting, screening, interviewing, pipeline experience
Excellent written and verbal communication skills; strong business judgment.
Tech-savvy: fluent in Outlook, Teams, Wrike, Confluence, Excel, and related tools.
Know when to use A.I. tools and when not to.
Strong organizational systems and a “nothing slips through the cracks” mindset.
Handles confidential information with absolute discretion.
Thrives under pressure, maintains composure, and adapts with grace.
Proactive problem-solver who anticipates needs and creates clarity.
This is an in-office, FT, M-F, Austin-based position. Austin residents will be given preference.
Bonus Points If You:
Have supported multiple executives simultaneously.
Come from a startup, CPG, or e-commerce background.
Are familiar with EOS (Entrepreneurial Operating System).
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How to Apply
Send us your resume to *********************** with "Executive Assistant" in subject line and a short note answering:
Why this role is a great fit for you
A system or habit you've built that made executive's life easier
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Benefits:
Health, Dental, Vision
FSA / HSA
401(k) plan with employer match
PTO, Holidays
Paid covered parking in downtown Austin
Free phone cases & stuff for you and a +1
Smartish makes everyday life a little easier with phone cases and stuff just clever enough to solve unexpected needs. Based in downtown Austin, Texas, our team is a jaunty, down-to-earth, and highly caffeinated group of folks that, since 2009, have taken our products seriously, but ourselves... not so much. Pique your interest? Learn more about Smartish.com
Executive Assistant
Executive assistant job in Dallas, TX
Title: Executive Assistant
Job Level: Individual Contributor
Employment Status: Exempt
Primary Location: Dallas
At Applied Digital, we are the epicenter of AI innovation, crafting cutting-edge data center solutions tailored for the demands of high-performance computing. Designed from the ground up to support AI and machine learning workloads, our infrastructure is the backbone of tomorrow's technological advancements, including AI-driven video and generative platforms.
We are:
Forward-Thinkers: With a keen eye on current market trends and future innovations, we adapt swiftly and lead technological evolution.
Resilient: We navigate complex challenges and emerge stronger, delivering robust and reliable solutions for industry pioneers.
Innovative Designers: Leveraging the latest technologies, we create visionary solutions that redefine industry standards.
At Applied Digital, we are committed to solving intricate problems, advancing business initiatives, maximizing operational efficiency, and reducing our carbon footprint. We are a team of resilient, forward-thinking innovators driving the AI revolution.
Position Summary:
Applied Digital is seeking an Executive Assistant to join our growing and dynamic organization. This role will support our Chief of Staff and a small team of executives, provide high-level administrative support, and contribute to smooth office operations. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities with discretion and professionalism. The ideal candidate will be proactive, resourceful, and able to adapt to the evolving needs of our executives and organization.
Key Responsibilities
Coordinate and schedule complex travel arrangements for the Chief of Staff, other executives and board members as needed.
Assist in planning, developing, and executive company events (e.g. Leadership retreats, conferences, etc.)
Review and approve expense reimbursement requests through tools such as Navan.
Assist in building, maintaining, and tracking monthly expenses regarding office purchases and supplies.
Assist with coordinating office access (e.g. key fobs, parking permits) for personnel such as new hires, departing employees, etc.
Manage office invoices, ensuring timely payments and record-keeping.
Distribute pertinent office communications to staff such as building notices, company events, and other relevant updates
Oversee corporate logistics accounts such as Uber Business
Collaborate with cross-functional teams to ensure company objectives and goals are achieved
Basic Qualifications
Associate's or bachelor's degree in Communications, Business Administration, or a related field.
2+ years of experience as an executive assistant or administrative assistant.
Experience using Microsoft Suite (e.g. Word, Excel, Teams, etc.).
Excellent verbal and written communication skills.
Able to adapt swiftly and effectively to changing workloads and day-to-day tasks.
Preferred Qualifications
Prior experience handling office management functions.
Please note that Applied Digital is currently unable to sponsor new applicants for employment authorization or provide immigration-related support for this position. This includes, but is not limited to, visa categories such as H-1B, F-1 OPT, F-1 STEM OPT, F-1 CPT, J-1, TN, E-2, E-3, L-1, O-1, and any Employment Authorization Documents (EADs) or other work authorizations that require employer sponsorship.
Essential Skills:
Communication: Clear verbal and written communication to document incidents and ensure proper shift handoffs.
Collaboration: Ability to work closely with team members, supervisors, and cross-functional partners.
Adaptability: Flexible in responding to changes in process, tools, environment, and shift assignments.
Accountability: Takes ownership of assigned tasks and follows through with minimal supervision.
Attention to Detail: Maintains thorough and accurate logs, inspections, records, and documentation.
Time Management: Manages time effectively to meet performance expectations and service levels.
Integrity: Adheres to company policies, safety protocols, and professional ethics always.
Continuous Improvement Mindset: Recommends and supports efficiency, safety, and system innovations.
Documentation Discipline: Maintains clear, consistent records for operational continuity and compliance.
Security Compliance: Maintains awareness of data center physical and logical security expectations.
Digital Literacy: Uses productivity tools (e.g., Outlook, Teams, Excel, ticketing systems) for communication and documentation in office or hybrid settings.
Physical Requirements:
Able to remain in a seated position for an extended period and to lift and carry up to 15 lbs. (office manuals, case notebooks, case files, case materials, standard boxes, report binders, etc.) as needed.
The company has reviewed this to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the company reserves the right to change this and/or assign tasks for the employee to perform, as the company may deem appropriate.
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents acknowledge that they possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.
Recruiter/Executive Assistant
Executive assistant job in Frisco, TX
Reliable Technology Services is a Frisco, Texas based Managed IT Service Provider that builds enterprise class infrastructure, voice, and data networks for small and medium sized organizations. Reliable was founded in 2007 with a mission to provide superior technology solutions delivered with integrity by experts who excel at creating solutions for complex business problems, and to be a key player in the success of others. Reliable has employed a team of the best and brightest technology engineers and support staff in the DFW area.
This position is a key member of Reliable Technology's
Executive Team.
The EXECUTIVE ASSISTANT/RECRUITER is responsible for managing calendars, scheduling meetings, and managing inboxes for executives. They must handle confidential information with discretion and professionalism. Additionally, they must source, screen, and interview candidates through various channels (job boards, social media, networking), coordinate and schedule interviews, and manage applicants and maintain accurate recruitment records.
BENEFITS
Paid Personal Time Off
Paid Federal Holidays (7)
Competitive Salary
Professional Sporting Event Suites year round
Activities + Outings (Family Atmosphere)
Regular Reviews for Advancement
Job Requirements
· Education: Bachelor's degree in Business Administration, Human Resources, or related field preferred.
· 1+ years of combined recruiting and administrative experience
· Strong organizational and time-management skills.
· Excellent communication and interpersonal abilities.
· Proficiency in MS Office Suite and familiarity with applicant tracking systems.
· Ability to handle multiple priorities and meet deadlines.
General Requirements
Work business hours 8 am - 5 pm
Must have a keen sense of awareness for others needs and communication styles
Ability to have fun in a fast-paced environment
Strong ability to analyze data and make intelligent decisions
Ability to identify when senior/management level assistance is needed
Excellent communication skills, both written and verbal
Excellent organizational skills and ability to adapt easily
Ability to prioritize, multi-task, work around deadlines and adapt easily
Must be able to work effectively and contribute value with limited direction
General Responsibilities
CUSTOMER CARE
Quality customer service is a top priority. Respect for the customers, employees and all other stakeholders, coupled with professional and ethical behavior at all times is a requirement
Proven experience showcasing accuracy, analytical abilities, ethics, and values
Ability to provide product and service information
Ability to successfully balance the needs of the customer and the needs of Reliable
Build relationships with customers to establish and maintain trust, credibility, and respect
Ability to remain professional, confident, courteous and patient at all times
TEAMWORK
Build relationships with coworkers, including members of other departments, to get results
Build relationships with customers as though Reliable were a member of the customer's internal technology team
Offer ideas for process improvement and maintain procedural documentation
Engage in excellent communication, documentation and record keeping
KNOWLEDGE & LEARNING
· Regular desire to take on new challenges with the goal of expanding your individual knowledge, skills, and abilities
· Engage in training and educating other team members to facilitate growth and learning for all team members
· Actively seek out methods for expanding your knowledge and skills beyond company provided or company mandated learning initiatives
· Actively seek out information on best practices and recommend new processes to improve efficiency
DAILY TASKS
Attend daily huddles
Maintain accurate individual calendar
Others as listed in responsibilities
REPORTING STRUCTURE
This position reports to the CEO and Managing Partner. Tasks may be assigned and managed by other departmental managers. Coordination and communication to facilitate all client service needs is essential. Coordination and communication to facilitate all client service needs is essential.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk and use hands to finger, handle, or feel.
The employee is occasionally required to stand and reach with hands and arms. The employee must periodically lift and/or move large, bulky and/or heavy items up to and exceeding 50 pounds and/or use a dolly to handle such items. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.
Executive Personal Assistant
Executive assistant job in Dallas, TX
Executive Personal Assistant to President, Thriving Innovative Educational Non-Profit, Dallas, Texas
The President of an innovative and creative educational non-profit is looking for an Executive Personal Assistant to support him and be a “true” right hand collaborator. The EA will serve as the CEO's operational right hand-assisting in scheduling, project management, task management and ensuring that projects, deadlines, and team deliverables stay on track. The ideal candidate is proactive, detail-oriented, technologically savvy, and highly organized, with the ability to anticipate needs, manage competing priorities, and operate independently with discretion, speed, and precision.
The ideal candidate also has at least 5 years' experience working alongside a very busy executive and knows how to deal with key donors, internal and external stakeholders as well as public figures with “high touch” diplomacy.
About the job:
● Manage the Presidents' complex calendar, prioritizing and understanding shifting priorities, personal and professional.
● Manage travel arrangements with detailed itineraries personal and professional.
● Create and update presentations for meetings. Prioritize emails; craft emails and correspondence on his behalf
● Help prepare President for Board of Directors meetings
● Prepare President for donor meetings including any collateral materials and research;
Plan dinners/events.
● Manage information flow with his direct reports
Ad hoc projects; personal errands
Base Salary, Comprehensive Health Benefits
About You:
A minimum of 5 years of experience as an Executive Personal Assistant supporting a busy high- level executive
Bachelor's Degree
Strong interpersonal skills to interface with donors, internal stakeholders, external stakeholders and public figures with “high touch” diplomacy
Wants to be a trusted confident to the President and handle confidential information with discretion, handling sensitive issues with integrity
Very detail oriented with excellent project management skills
Excellent Microsoft Office Suite skills, very tech savvy
Excellent written and verbal communication skills
A creative thinker who thrives on finding solutions to problems and can handle last minute changes with grace
Engaging, warm, energetic and polished who will thrive on taking as much off the President's plate so he can focus on the success of the organization.
Administrative Assistant
Executive assistant job in Odessa, TX
Provide clerical and administrative support to the organization.
Processing of invoices, payments, and materials for the organization.
Develop communications to management and employees in a variety of mediums to effectively communicate reports or messages.
Maintains calendar(s), coordinates meetings, and schedules conference rooms and equipment.
Prepare informational reports and conduct special projects utilizing mainframe and personal computer applications.
Initiate, compile, and prepare various weekly/monthly/quarterly reports timely and accurately.
Order office supplies and business equipment supplies.
Maintain Distribution equipment databases under the direction of a Materials Specialist.
Assists management in various roles of storm analysis and storm support.
This person will also be required to assist others at any time and be subject to working overtime as necessary to support emergency activities.
They may be required to report for work during adverse weather conditions.
Performs all essential aspects and functions of the job as well as any other specific job requirements.
Job Attributes:
High School Diploma or GED required; some college preferred.
Minimum of three years of secretarial or administrative support experience.
Proficiency in computer skills such as Microsoft Word, Excel, PowerPoint, and Outlook is a must.
This candidate shall abide by the Code of Conduct at all times.
Knowledge of company operations, policies, and procedures.
Strong work ethic and commitment to meeting deadlines.
Strong communication skills, both oral and written, are an essential part of the job.
Must be flexible with the ability to respond to change effectively, accept, and adjust to changes in direction and priorities.
Must be team-oriented with demonstrated ability to work effectively with others.
Pay Range: $24.00 - $25.00
The specific compensation for this position will be determined by a number of factors, including the scope, complexity and location of the role as well as the cost of labor in the market; the skills, education, training, credentials and experience of the candidate; and other conditions of employment. Our full-time consultants have access to benefits including medical, dental, vision and 401K contributions as well as any other benefits mandated by appliable state or localities where you reside or work.
Administrative Coordinator
Executive assistant job in Dallas, TX
Why IT GOAT?
At IT GOAT, we don't just work - we take ownership. Every team member is empowered to lead, make decisions, and drive results. Our culture is built on accountability, teamwork, and an unrelenting commitment to excellence.
We're looking for someone who thrives in a fast-paced environment, communicates with confidence, and takes pride in every task - big or small. If you believe in getting things done, staying organized, and being the person others can rely on, you'll fit right in here.
Why IT GOAT is the best place to work?
At IT GOAT, we believe success starts with our people. We hire those who take ownership of their work, support their teammates, and continuously strive to grow. In return, we invest deeply in our team - providing the tools, benefits, and environment to help every employee thrive both personally and professionally.
Here's why IT GOAT stands out as one of the best places to build your career: Competitive Pay, 401k, Paid time off, Comprehensive Health Insurance, Professional Growth and Development are just a few.
Our headquarters in Dallas, TX is where collaboration, innovation, and energy come together. We work in person because we believe strong teams are built face-to-face - through trust, communication, and shared goals.
:
The Administrative Coordinator plays a key role in supporting daily office operations, managing administrative tasks, and assisting leadership with scheduling, expense tracking, HR recruitment, and team coordination. This position is ideal for someone who enjoys a variety of responsibilities, takes initiative, and thrives in a fast-paced, people-focused environment.
Key Responsibilities:
The Administrative Coordinator plays a key role in supporting daily office operations, managing administrative tasks, and assisting leadership with scheduling, expense tracking, HR recruitment, and team coordination. This position is ideal for someone who enjoys a variety of responsibilities, takes initiative, and thrives in a fast-paced, people-focused environment.
Office & Administrative Support
Open and organize mail daily; prepare and deposit checks.
Maintain office organization - including inventory, supplies, and common areas.
Manage kitchen and breakroom inventory (snacks, drinks, etc.) and coordinate reorders.
Handle office decor and seasonal displays to keep the workspace welcoming and engaging.
Coordinate office maintenance, deliveries, and client drop-offs/pickups.
Answer incoming calls, direct inquiries, and assist clients, partners, and vendors.
Serve as the office “Fire Marshall”
Executive & Calendar Management
Support executive scheduling by monitoring and optimizing the President's calendar.
Prepare materials for meetings and on-site visits (ensure conference room is ready).
Prepare and stock marketing/event materials (“Marketing Bag”), as well as SWAG for client meetings.
Finance & Expense Management
Process daily and weekly financial tasks, including scanning and logging receipts, especially President and other team members as needed.
Manage company card and credit card accounts, ensuring all expenses are recorded in Minute7 and Excel tracking systems.
Match, reconcile, and pay invoices accurately; maintain organized digital financial records.
HR Recruiting
Work with each department to draft and post job descriptions on job boards (Indeed, LinkedIn, etc.).
Share openings internally or through employee referrals.
Review resumes to shortlist candidates matching the role requirements.
Categorize applicants (qualified, maybe, not suitable).
Send acknowledgment emails to applicants.
Schedule interviews or phone screenings.
Arrange interview times with hiring managers.
Send calendar invites and interview reminders.
Prepare interview questions or evaluation forms.
Update candidate information in an Applicant Tracking System (ATS) or spreadsheet.
Maintain a record of interview outcomes and feedback.
Send offer letters and collect required documents.
Coordinate background checks or reference verification.
Help with onboarding scheduling and welcome materials.
Event & Culture Coordination
Assist with planning and setting up quarterly Town Halls and company-wide events. Such as Happy Hour, holiday events.
Coordinate employee recognition, birthdays, and work anniversaries (cards, gifts, and celebrations).
Manage health & wellness initiatives using the Healthcare provider's Well-Being program.
Order and distribute employee swag, promotional materials, and recognition gifts.
Client & Partner Coordination
Answer incoming sales and support calls, route inquiries to the appropriate teams, and assist with client satisfaction follow-ups.
Manage client review responses by calling clients and requesting Google or G2 reviews.
Support recruiting and subcontractor partnership processes by following internal templates and agreements.
Shipping & Inventory Management
Prepare outgoing shipments and drop off packages at FedEx as needed.
Track and maintain marketing, inventory, and apparel stock; reorder when necessary.
Ensure all shipment records, serial numbers, and tracking details are accurately logged.
Qualifications
Competitive base + uncapped commission
Health, dental, and vision insurance
401(k) with company match
PTO, holidays, and flexible work options
Energetic, tech-driven culture with real career growth opportunities
A brand you can be proud to represent
Benefits:
Health insurance
401(k) with company matching
Dental insurance
Flexible spending accounts
Vision insurance
Health savings account
Life insurance
On-site gym, covered parking with an onsite car wash availa
Company events
12 days earned paid time off
Company holidays
Schedule: 8-hour shift
Monday through Friday
Work Location:
Onsite at IT GOAT's Dallas Headquarters
Administrative Assistant
Executive assistant job in Houston, TX
A Legacy of Compassion and Impact - Be Part of Something Bigger
For over 75 years, we've been a trusted pillar of care and support, beginning as BCFS (Baptist Child and Family Services) and evolving into what is now the First Day Foundation. Compass Connections continues to deliver life-changing services to vulnerable children and families nationwide. We provide comprehensive shelter, residential care, foster care, adoption, and community-based support services. At Compass Connections, we don't just offer jobs - we offer purpose. Join a mission-driven team that empowers communities, transforms lives, and builds brighter futures every day.
What You'll Do:
The Administrative Assistant at Compass Connections plays a vital role in supporting program operations through clerical, organizational, and compliance-focused responsibilities. This position requires a bilingual professional fluent in English and Spanish, with strong administrative experience and certifications in First Aid, CPR, and Emergency Behavior Intervention.
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PLEASE NOTE THE BELOW ARE REQUIRED AND/OR NON-NEGOTIABLE
What Are We Looking For?
Language Requirements: Must be fluent in English and Spanish.
Academic Requirements: Required - High school diploma
Certifications: First aid, CPR, and Emergency behavior intervention training provided.
Work experience required: Three (3) years of progressive employment experience in a multifaceted clerical/administrative capacity.
Key Things to know about the role:
Department: Post-Release and Home Studies (PRHS)
Pay: $24.64 - Hourly
Location: Houston, TX.
Employment Type: Full-Time, Permanent.
Work Schedule: Monday-Friday, 8:00 AM - 5:00 PM
Travel: Will need to commute to the on-site location. Occasional travel for training and/or regional/leadership conferences required.
What do you get?
Day-One Coverage: Company-paid Health, Dental, and Vision Insurance
Optional Add-ons: Voluntary life insurance, short-term disability, spouse/child coverage
Time Off: PTO, personal days earned quarterly, vacation, and 12 paid holidays
Retirement: 403(B) retirement plan + other perks!
Mission-Driven Work: Be part of a team that's committed to dignity, safety, and empowerment!
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Critical Action Items & Measurable Deliverables:
Meet all federal and state regulatory guidelines and standards that apply to this position.
Assist in tracking, screening, and hiring program applicants.
Manage some purchasing for the program as directed by the supervisor.
Write general correspondence, memos, charts, etc.
Proofread copy for spelling/grammar and layout to ensure accuracy and clarity of the final copy.
Oversee the maintenance of on-site personnel records in a confidential manner.
Maintain billing files and reconcile payments received before forwarding the information to the account department.
Organize and attend recruiting events.
Assist in the new hire orientation as needed.
Coordinate new staff information sharing with information technology, finance, human resources, and other departments as needed.
Complete background checks and drug screening for all prospective employees as required by the division.
Complete background checks on all staff every 2 years.
Participate in workshops, seminars, education programs, and activities that promote professional growth and development.
Work evenings, weekends, and holidays as needed or requested by the position supervisor.
Implement Compass Connections' safety protocols in case of an emergency.
Maintain confidentiality in all areas of the service population and program operations.
Maintain Compass Connections' professional and ethical standards of conduct outlined in Compass Connections' employee handbook, including demonstrating respect for agency staff, the service population, and community members, and always complying with the required dress code.
Other Responsibilities:
Completes administrative and documentation tasks related to staff hires, onboarding, and departures from the agency.
Maintain personnel files in compliance with agency policies and procedures and licensing and contract standards.
Frequently traverse from one area to another within the administration building.
Meet all deadlines required by the program supervisor and federal partners.
Compass Connections is committed to following immunization recommendations produced by the U.S. Centers for Disease Control (CDC). As such, our company policy requires that all employees receive an annual Influenza vaccination or obtain an approved exemption as a medical or religious accommodation. This is a condition of employment, and all new hires will be responsible for providing proof.
Administrative Assistant
Executive assistant job in Austin, TX
• Minimum of 2 years of related hospitality or office support experience, preferably in a corporate, hospitality, service-oriented, or customer-centric environment
Administrative Assistant
Executive assistant job in Southlake, TX
Administrative Assistant needed (Finance and HR)
Southlake, Texas
Plaza Premium Group
*Please note, this is an on-site role 4 days a week in our beautiful Southlake Office*
Plaza Premium Group is the global leader in airport lounges and hospitality! With over 25 years of experience, we are redefining travel by creating seamless, world-class airport experiences in over 350 locations worldwide. From award-winning lounges to premium airport services, we take pride in delivering exceptional comfort, convenience, and care to travelers. As a dynamic and fast-growing company, we offer exciting career opportunities, a diverse and inclusive workplace, and the chance to be part of a team that's shaping the future of travel. If you're passionate about hospitality and thrive in a fast-paced, customer-focused environment, we'd love to have you on board!
We are looking for an experienced Administrative Assistant to join the PPG Team at the US HQ here in Southlake. While the company has over 25 years in business, we are still new to the US market and quickly growing!
Responsibilities
Handle Travel Requests and book travel for employees
Expense Reports for a couple of Senior Leaders
Account Payable duties as required
Handle and coordinate active calendars
Schedule and confirm meetings
Provide ad hoc support around office as needed
Qualifications
Prior experience as an Administrative Assistant or similar.
Strong interpersonal, customer service, and communication skills
Experience with Concur desired
Proficient in the Microsoft Office Suite.
Administrative Specialist
Executive assistant job in Point Comfort, TX
About Taurus Industrial Group (Taurus)
Taurus is a leading technical services contractor in the energy and industrial sector. Our business has over 60 years' history and service excellence with an unwavering commitment to quality, safety, integrity, and respect. With operations spanning the Gulf Coast, Mid-west, Canada and Mexico, we offer an end-to-end service offering to our customers through Engineering, Infrastructure, Electrical & Instrumentation, Specialty Services divisions.
Due to the continued growth and expansion of our business, we are seeking qualified candidates for the position of Administrative Specialist based in our Port Lavaca Texas office.
The Administrative Specialist will be assigned onsite at client location in Point Comfort, Texas.
Key Responsibilities include but are not limited to the following:
Assist Operations Center Staff with various duties (including but not limited to ISO, OPS-CTR, Tejano Farms, B-1 projects) and perform all other duties as assigned.
Excellent organizational skills, effective oral and written communications, multi-task, prioritize, team player, strong attention to detail and accuracy, reliable attendance.
MS Office (Word, Excel, PowerPoint, Outlook) and Adobe required.
Qualifications and Requirements:
High School diploma or equivalent plus a minimum of 3 to 5 years of direct job-related experience required or college degree with 1 year experience preferred.
AS400, Workflow (MCA, FPG), KMS, Works systems preferred.
Administrative experience required and accounting experience preferred.
Strong business acumen and the ability to collaborate effectively with cross-functional teams.
Outstanding communication and presentation skills, with the ability to clearly articulate complex financial concepts to non-financial stakeholders.
High ethical standards, integrity, and a commitment to maintaining confidentiality.
Compensation & Benefits
Taurus offers a competitive compensation program that considers the applicant's experience and capabilities, including access to medical benefits, vacation and 401k.
Procurement + Administrative Coordinator
Executive assistant job in Gonzales, TX
Ottine Mineral Springs, nestled beside Palmetto State Park, is a historic treasure renowned for its rich legacy and commitment to health and wellness. Our extraordinary waters are rich in natural minerals and have long been known to promote relaxation, reduce stress and support overall well-being. Today, we carry on this tradition by offering a peaceful retreat where guests can experience the rejuvenating power of these waters in a calming setting that only nature can provide.
We're looking for a skilled Procurement & Administrative Coordinator to manage purchasing activities and provide general administrative support. Ideal candidates have strong vendor-management experience and can work efficiently in a fast-paced environment.
Experience in resorts, hospitality, or property management is a big plus.
Responsibilities
Source, evaluate, and negotiate with vendors.
Create and process purchase orders; track deliveries.
Maintain procurement records and analyze spend for cost savings.
Coordinate vendor visits, service requests, and scheduling.
Support office administration: filing, supplies, scheduling, and invoices.
Qualifications
2-4 years of procurement or purchasing experience.
Resort or hospitality background a plus.
Strong negotiation, communication, and organizational skills.
Comfortable managing multiple deadlines and administrative tasks.
Ottine Mineral Springs is an equal opportunity employer and values diversity, equity, and inclusion. All employment is decided based on qualifications, merit, and business need. We are committed to fostering the professional growth of our employees by providing opportunities for continuous learning and development. With dedication and demonstrated performance, there is potential for career advancement with our company.
COMPENSATION:
Based on experience.
Ottine Mineral Springs is committed to providing access and reasonable accommodation in its services and employment for individuals with disabilities. To request disability accommodation in the application process or for a specific position, contact Ottine Mineral Springs Human Resources at ******************.
Administrative Assistant
Executive assistant job in Cresson, TX
Crosslands International, LLC is a specialized firm focused on the sale of aircraft parts to Central and South America and providing expert international aviation consulting services. We are seeking a highly detail-oriented and trustworthy professional, with a strong background in finance, to be the anchor of our administrative and financial operations.
Job Summary
We are seeking a versatile and proactive Administrative Assistant / Financial Coordinator to handle the essential back-office functions supporting our sales and consulting operations. This key role requires a professional who can expertly manage bookkeeping, administrative duties (including vital international sales documentation), and foundational HR tasks. This position will be an onsite position, at our Cresson, TX location.
Key Responsibilities and Time Allocation1. Bookkeeping & Financial Management (Approx. 50%)
Accounts Payable/Receivable: Manage the entire A/P cycle for vendor and parts procurement. Accurately generate and track customer invoices, ensuring timely payments and A/R tracking.
Data Entry & Reconciliation: Record and reconcile all financial transactions daily, ensuring the general ledger accurately reflects all activities.
Financial Reporting: Assist in the preparation of internal reports, ensuring the accurate tracking of sales and expenses related to international projects and shipments.
Banking & Treasury: Perform monthly bank and credit card statement reconciliations. Generate payments to vendors and track incoming payments from clients.
Expense Management: Review, process, and reconcile all employee expense reports, especially those related to international travel.
Payroll Support: Prepare and process all required documentation for bi-weekly payroll submission, coordinating closely with the external payroll service provider.
2. General Administration & International Coordination (Approx. 30%)
Executive Support: Manage complex calendars, schedule meetings across international time zones, and meticulously coordinate domestic and international travel logistics (flights, visas, accommodation) for key executives.
International Documentation: Maintain meticulous digital files for sales orders, purchase orders, shipping manifests, and export documentation. Ensure accuracy in paperwork critical for customs clearances and international compliance.
Office Operations: Oversee all general office functions, including procurement of supplies, and managing communications (phone, email, mail).
Document Control: Organize and format complex consulting proposals, presentations, and maintain essential company contracts and agreements.
3. Human Resources (HR) Support (Approx. 20%)
Record Keeping: Maintain confidential employee personnel files, ensuring all records are up-to-date and compliant with basic HR standards.
Onboarding/Offboarding: Coordinate the orientation process for new hires, ensuring all paperwork is completed accurately.
Benefits Administration: Serve as the first point of contact for employee inquiries regarding benefits (e.g., PTO, health insurance, 401k).
Qualifications
Experience: 3+ years of administrative experience with a strong focus on finance or bookkeeping within a firm involved in international trade, sales, or logistics. Experience within the aviation industry will be considered a strong asset.
Bookkeeping: Demonstrated expertise in bookkeeping principles is mandatory. Proficiency in QuickBooks or similar accounting software is required.
Education: A minimum of an associate's degree is preferred, but candidates with extra years of experience will be considered in lieu of a degree.
Language: Fluency or high proficiency in Spanish or Portuguese is highly desirable to support communication with Central and South American partners and clients.
Software Skills: Advanced proficiency in Microsoft Office Suite (especially Excel for financial tracking and reporting).
Characteristics: Unquestionable integrity, proven ability to handle a high volume of detail-oriented financial tasks, and absolute discretion regarding sensitive company data. References will be required and will be contacted for this position.
How to Apply
Please submit your resume, a minimum of 3 references (preferrably 5), and a cover letter detailing your relevant experience, especially your bookkeeping expertise and any experience within the aviation industry, to ********************************.
Administrative Assistant
Executive assistant job in Garland, TX
Job Title: Office Lead / Administrative Assistant
Reports To: Office Manager
Employment Type: Full-Time
Salary Range: Competitive, based on experience
We are looking for a dedicated and multifaceted Office Lead / Administrative Assistant to support the operation of our manufacturing facility. This role encompasses key responsibilities in bookkeeping, human resources, and interactions with customers and vendors. The successful candidate will be a professional communicator who excels in politeness, adaptability, and building rapport with individuals from diverse backgrounds and in various situations, ensuring positive experiences for all stakeholders.
Key Responsibilities
Bookkeeping Duties
· Maintain accurate financial records, including accounts payable/receivable, invoicing, and expense tracking.
· Assist with payroll processing, budget monitoring, and preparation of financial reports.
· Reconcile bank statements and manage petty cash.
· Utilize accounting software (e.g., QuickBooks) to ensure compliance with financial policies and procedures.
Human Resources Support
· Handle employee onboarding, including paperwork, orientation, and training coordination.
· Maintain personnel files, track attendance, and assist with benefits administration.
· Support recruitment efforts by posting job openings, screening resumes, and scheduling interviews.
· Promote a positive workplace culture through event planning and conflict resolution assistance.
Customer and Vendor Interactions
· Serve as the first point of contact for customer inquiries, providing order updates, resolving issues, and ensuring satisfaction.
· Coordinate with vendors on procurement, deliveries, and contract negotiations.
· Prepare and distribute correspondence, quotes, and shipping documentation.
· Foster strong relationships through professional and courteous communication.
General Administrative Tasks
· Manage office supplies, equipment, and facility maintenance requests.
· Answer phones, greet visitors, and handle incoming/outgoing mail.
· Organize meetings, prepare agendas, and take minutes.
· Provide ad-hoc support to manufacturing teams as needed, such as data entry or report generation.
· Other tasks as assigned.
Qualifications and Skills
· High school diploma or equivalent; Associate's degree in Business Administration, Accounting, or a related field preferred.
· 2+ years of experience in an administrative role, ideally in manufacturing or a similar industrial setting.
· Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and accounting/HR software.
· Strong organizational skills with the ability to multitask in a dynamic environment.
· Excellent interpersonal skills, with a proven track record of politeness, professionalism, and adaptability to diverse personalities and challenging situations.
· Attention to detail, problem-solving abilities, and a commitment to confidentiality.
Physical Requirements and Work Environment
· Ability to sit or stand for extended periods and occasionally lift up to 20 pounds.
· Comfortable working in an office adjacent to a manufacturing floor, with occasional exposure to noise and production areas (safety gear provided).
What We Offer
· Competitive salary and benefits package, including health insurance, retirement plans, and paid time off.
· Opportunities for professional development and advancement.
· A collaborative team environment in a growing manufacturing company.
To apply, please submit your resume and a cover letter outlining your relevant experience to ************ or apply online at ************** We are an equal opportunity employer and value diversity in our workforce.