Executive Assistant II

Job Description

Job Description

Alert Rescue LLC provides medical, safety, emergency-response, rescue, and related services supporting complex and high-risk operating environments. As the company grows, we are building the leadership infrastructure, systems, and operating disciplines necessary to support a rapidly expanding organization.

Alert Rescue LLC is seeking an experienced Executive Assistant to provide high-level administrative support to senior leadership and help the executive office operate with speed, organization, discretion, and consistency.

This is not simply a calendar-management position. The Executive Assistant will be expected to anticipate needs, manage competing priorities, coordinate across multiple stakeholders, and independently drive routine administrative work to completion with limited oversight.

The successful candidate will be highly organized, technologically capable, detail-oriented, and comfortable working in an environment where priorities can change quickly. The role requires excellent judgment, strong follow-through, and the ability to distinguish what can be handled independently from what requires executive attention.

This is a hybrid position based at Alert Rescue's headquarters in Irving, Texas.

• Manage complex executive calendars, appointments, meeting requests, and scheduling priorities, resolving routine conflicts and protecting leadership time.

• Coordinate executive travel and related logistics, including itineraries, scheduling, reservations, and changes.

• Monitor and prioritize incoming requests, identify urgency, route matters to the appropriate person, and ensure important items do not fall through the cracks.

• Draft, edit, proofread, and prepare professional emails, correspondence, presentations, meeting materials, and other executive documents.

• Coordinate meetings from preparation through follow-through, including scheduling, agendas, logistics, participant communications, materials, notes, and action-item tracking as appropriate.

• Support recruiting and interview coordination, including candidate communications, interview scheduling, meeting invitations, materials, and administrative follow-through.

• Maintain organized executive records, files, correspondence, and other sensitive or confidential information.

• Track administrative commitments, deadlines, follow-ups, and open items to ensure timely completion.

• Coordinate across departments and senior leaders to obtain information, resolve scheduling and administrative issues, and keep work moving.

• Anticipate executive needs and proactively address routine issues without waiting for detailed instructions.

• Use Microsoft 365 and other company systems effectively to support scheduling, communication, document management, collaboration, and administrative workflows.

• Handle confidential, personnel-related, financial, operational, and other sensitive business information with appropriate discretion.

• Support special projects and other executive-office priorities as assigned.

• Minimum 5 years of progressive Executive Assistant or comparable senior executive-support experience, supporting senior leaders in a demanding professional environment.

• Bachelor's degree, subject to consideration of equivalent exceptional executive-support experience.

• Demonstrated experience managing complex executive calendars, competing priorities, meeting coordination, and time-sensitive requests.

• Excellent written and verbal communication skills, including the ability to prepare polished executive-level correspondence.

• Exceptional organization, attention to detail, and follow-through.

• Demonstrated ability to exercise discretion and sound judgment when handling confidential or sensitive information.

• Ability to work independently, take initiative, solve problems, and operate effectively with limited day-to-day direction.

• Ability to adapt quickly when priorities, schedules, or business requirements change.

• Strong proficiency with Microsoft Outlook, Teams, Word, Excel, PowerPoint, and Microsoft 365 .

• Professional, composed, and service-oriented approach when interacting with executives, employees, candidates, clients, vendors, and other stakeholders.

• 8+ years of Executive Assistant or senior executive-support experience.

• Experience directly supporting a CEO, President, Chief of Staff, C-suite executive, or multiple senior leaders.

• Experience working in a rapidly growing, entrepreneurial, startup, or similarly fast-changing organization.

• Advanced experience with Microsoft 365 collaboration and productivity tools.

• Experience coordinating recruiting, interview scheduling, onboarding, or other people-related administrative workflows.

• Experience supporting cross-functional initiatives involving multiple departments or senior stakeholders.

• Demonstrated ability to improve administrative processes, establish organization where processes are still developing, and create reliable follow-through without unnecessary bureaucracy.

• Experience working in healthcare, emergency services, safety, professional services, construction, technology, or another operationally complex environment is helpful but not required.

Annual salary: $120,000 - $160,000

ITAR REQUIREMENTS:

• To conform to U.S. Government export regulations, applicant must be a (i) U.S. citizen or national, (ii) U.S. lawful, permanent resident (aka green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158, or be eligible to obtain the required authorizations from the U.S. Department of State. Learn more about the ITAR here .