Executive Assistant

Executive Assistant

Staffmark Workforce Solutions offers this exciting contract opportunity at a global leader in electronics, mobile devices, and appliances, located in Plano, TX. The main function of an executive administrative assistant is to provide high-level administrative support by conducting research, handling information requests, and performing clerical functions. A typical executive administrative assistant acts as an information and communication manager for an executive and their teams.

Responsibilities:

• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, and other documents.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board, and other meetings.
• Make arrangements for travel, planning meetings, etc. Submission of travel and other expense sheets for the supported leaders, as well as other administrative submissions needed, like IT requests.
• Respond to requests that come in for items like periodic organizational chart updates, seating charts, etc.
• Manage an extremely active calendar of appointments; ensure that the executives stay on track during their day; prioritize meeting requests and handle conflicts or scheduling changes proactively.
• Assist with staff onboarding and off-boarding, which includes requesting equipment setup and system access if needed. Triage and do basic troubleshooting for hardware. Software and phone issues.
• Office supply management, and other general office management functions. Liaison with customer and internal exec level. Develop and maintain cross-divisional relationships with other admin assistants.
• Handle ad hoc admin duties as they arise. Coordinate the team budget, such as travel/entertainment expenses.
• Performs general support duties, including mailings, copies, printing, coordination of schedules, office setup, maintenance of office equipment, space planning, etc.
• Prepares expense reports, makes travel and accommodation arrangements for team members, schedules and plans meetings and appointments, including scheduling conference rooms, maintaining meeting materials, and supplies.
• May be responsible for reconciliation and tracking of budget items. Assist in event planning, including scheduling, catering, setup, and breakdown. May be responsible for setting up daily/ weekly standing video conference calls for the management team.
• Place Inventory Requests for devices as needed. Shipping/Mailing/Packaging as needed. May assist in ordering and tracking new hire equipment to ensure timely receipt.
• Performs word processing, prepares presentations, spreadsheets, correspondence, contracts, internal memos, status reports, etc.

Requirements:

• 2-year degree or equivalent work experience
• 5-7 years' experience required
• Experience working with executives is mandatory
• Preferred Qualifications: Verbal and written communication skills, multi-tasking, customer service skills, and interpersonal skills. Expert ability to work independently and manage one's time. Expert ability to keep information organized and confidential. Expert ability in event planning, budgeting, etc. Build relationships across teams, offering help and welcoming ideas from others to drive work forward in an inclusive manner. Previous experience with computer applications, such as Microsoft Word, Excel, and PowerPoint. (OPTIONAL) Bilingual in Korean and English.

Staffmark talent working with this client receive competitive compensation and a great benefits package, including medical, dental, vision, 401K, paid time off, and more!

At Staffmark, we connect hardworking people with great companies, creating opportunities that make a lasting impact. Staffmark is an equal opportunity employer. All applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other legally protected status. Staffmark offers reasonable accommodations for qualified individuals with disabilities; contact your local branch for inquiries. Staffmark is an E-Verify employer.