Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide high-level administrative support in Dallas, Texas. This Long-term Contract position calls for an experienced, detail-oriented individual who can manage competing priorities, coordinate executive activities, and handle sensitive information with sound judgment. The ideal candidate brings strong organizational ability, clear communication skills, and a proactive approach to supporting senior leadership in a fast-paced environment.

Responsibilities:
• Coordinate complex executive calendars by organizing meetings, resolving scheduling conflicts, and allowing appropriate time for travel, transitions, and focused work periods.
• Prepare materials for meetings and appointments, including logistics, directions, agendas, and supporting documents needed for smooth execution.
• Arrange business travel as needed and ensure itineraries, reservations, and related details are communicated clearly and accurately.
• Support outgoing executive communications by formatting documents, handling correspondence, and maintaining confidentiality at all times.
• Assist with board meeting preparation through scheduling support, document organization, and readiness of presentation materials when requested.
• Process expense-related activities such as invoice submission, report preparation, credit card reconciliation, and reimbursement tracking for business costs.
• Refine presentations, letters, reports, and meeting notes by proofreading, making final edits, and preparing final materials for executive use.
• Contribute to special projects by coordinating participants, monitoring timelines, and helping keep deliverables on track.• At least four years of experience supporting an executive office, or an associate degree with five or more years of relevant executive support experience.
• Bachelor’s degree preferred.
• Demonstrated success managing calendars, executive meetings, and travel coordination in a high-visibility detail-oriented setting.
• Strong verbal and written communication skills, with the ability to produce clear, accurate, and detail-oriented business documents.
• Excellent organizational skills with the ability to manage multiple priorities and respond effectively to urgent requests.
• Proven discretion in handling confidential information and exercising sound independent judgment.
• Proficiency with Microsoft Office applications.
• Detail-oriented, collaborative demeanor with the ability to build strong working relationships with senior leaders and external stakeholders.