DESCRIPTION : We are seeking a highly organized and proactive individual to join our team as an Executive Assistant. This role combines the responsibilities of managing office operations while providing high-level administrative and executive (C-Suite) support. The ideal candidate is a detail-oriented professional who excels at multitasking, communication, and maintaining a well-functioning work environment.
RESPONSIBILITIES : Executive Support :
Provide high-level administrative support to C-Suite and senior leadership, including calendar management, travel arrangements, and correspondence.
Manage complex schedules and coordinate meetings, conferences, and events for executives.
- Prepare reports, presentations, and documents for executive review.
- Handle confidential information with discretion and professionalism.
- Act as a point of contact between executives and internal / external stakeholders, such as Board of Directors members.
- Process monthly expense reports, as requested.
Office Administration :
Oversee daily office operations, ensuring the workplace runs smoothly and efficiently.Retrieve and distribute daily mail.Manage office supplies and equipment, ensuring inventory is well-stocked and equipment is properly maintained.Coordinate with external vendors and service providers for office-related services (e.g., facilities, cleaning, IT).Manage physical security adherence for all employees (building badges, parking information, visitors, etc.) working with security and property management vendors. Responsible for annual audits.Ensure compliance with health and safety regulations and manage office facilities to create a productive work environment.Maintain a welcoming and organized office environment for employees and visitors; manage security log and badging.Project Coordination :
Assist in coordinating cross-departmental projects and company-wide initiatives; NMLS, Collection, and AMC licensing activities. Work with Chief Administration Officer and vendors to coordinate critical activities and reports.Ensure timely communication and progress tracking for ongoing projects.Support C-Suite in the implementation of organizational strategies.Maintain policies and procedures for facilities, physical security, and office policies; participate in annual audits.Team Coordination
Assist HR in team-building activities, company events, and participate in employee engagement initiatives.Coordinate with Plano office staff to assist with daily / monthly office operations requirements.Budget & Financial Oversight :
Assist in managing office-related budgets, including supply procurement and facility expenses.Manage monthly expense reports for CEO and report corporate credit card expenses to AP.Work with finance teams to process expense reports, invoices, and other financial documentation for executives.QUALIFICATIONS : Required Education and Experience :
Minimum 5-7 years’ experience supporting C-level executives or senior management.Bachelor’s degree in Business Administration, Office Management, or a related field.Exceptional organizational and multitasking abilities.Strong written and verbal communication skills.Proficiency in Microsoft Office Suite.Ability to work independently, prioritize tasks, and manage time effectively.Discretion and integrity in handling sensitive and confidential information.Strong problem-solving skills and a proactive approach to challenges.Knowledge of office procedures and budget management.Notary license is a plus, not required.Financial services industry experience is a plus, not required.