Executive Admin

Job Description

Job Description

Immediately hiring an Executive Admin for a fast-paced firm in San Antonio. The Executive Admin ensures day-to-day activities are coordinated and Executive Team members are prepared for responsibilities. Please call/text View phone number on us.fitly.work.

Pay is up to $35 per hour based on experience

Schedule is Mon-Fri 8am-5pm

Duties:

• Provide administrative support to the Executive Team, including calendar management, email coordination, call routing, record retention, and information flow.
• Partner with the Executive Team to prioritize daily activities, manage competing priorities, and meet deadlines and business objectives.
• Prepare and update presentations, internal communications, correspondence, and other materials, ensuring accuracy, compliance with USAA standards, and appropriate confidentiality.
• Monitor internal communications, intranet pages, and messaging channels to proactively share important updates, reminders, and deadlines with leaders and employees.
• Coordinate meetings, including scheduling, agenda preparation, materials, attendee management, meeting minutes, and follow-up action items.
• Support a positive team culture by coordinating employee one-on-ones, staff meetings, skip-level meetings, and other engagement opportunities.
• Coordinate onboarding and transitions for new Executive Team members and employees. 
• Maintain organizational charts and update distribution lists in a timely manner.
• Ensure new hires have access to necessary resources and departmental processes. 
• Coordinate seating arrangements and support on-site events as needed.
• Manage travel arrangements, expense reporting, team budgets, and office supply inventory with a focus on accuracy and cost management.
• Maintain organized filing systems, generate reports, and provide requested information to the Executive Team.
• Identify, monitor, and manage business risks in accordance with applicable risk and compliance policies and procedures.
• Plan and coordinate client partner events for H-E-B, Central Market, and other clients, tailoring event logistics and experiences to business objectives.
• Maintain a client partner roster of key dates and milestones, coordinating personalized acknowledgments such as cards and flowers to strengthen client relationships.

Requirements:

• High School Diploma/GED 
• 4 years directly related work experience providing administrative support to executives or leadership teams.
• Proficient in Windows, MS Word, Excel, Outlook, PowerPoint, Adobe, and Publisher.
• Advanced knowledge of spreadsheets, data retrieval, and word processing and presentation software.
• Demonstrated experience with calendar management and/or prioritizing tasks in a fast-paced environment.
• Ability to effectively build strong relationships and work with all levels within the organization.
• Excellent oral and written communication skills with a high degree of accuracy and attention to detail needed.

Please call/text View phone number on us.fitly.work

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