Office Administrator + EA to President

Job Description

Job Description

Summary

Legacy Utility Group is seeking a highly organized, discreet, and customer-focused Office Administrator & Executive Assistant to the President to join our team in Plano, TX. This hybrid role combines front-of-house office administration with direct, high-trust executive support to the President. The ideal candidate is professional, detail-oriented, thrives in a fast-paced environment, and can move fluidly between welcoming a visitor at the front desk and managing the President's calendar, travel, and correspondence.

Essential Duties and Responsibilities

The duties and responsibilities described here are not a comprehensive list, and the scope of the job may change as necessitated by business demands.

Executive Support to the President

• Manage the President's calendar, proactively resolving scheduling conflicts and prioritizing time against business needs.
• Coordinate all travel arrangements, including flights, lodging, ground transportation, and detailed itineraries.
• Prepare, proofread, and format correspondence, presentations, board materials, and reports on behalf of the President.
• Serve as a trusted point of contact between the President and internal leaders, employees, and external partners, exercising sound judgment and discretion.
• Organize and prepare materials for leadership meetings, offsites, and board meetings; take and distribute meeting notes/action items as needed.
• Track and follow up on action items and deliverables on behalf of the President to ensure timely completion.
• Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Assist with personal scheduling and errands for the President as requested.
• Process expense reports, invoices, and reimbursements for the President's office.

Front Desk & Customer Service

• Greet and assist visitors, clients, and employees in a professional and friendly manner.
• Answer and route incoming phone calls and emails.
• Maintain the cleanliness and organization of the reception and common areas.

Office Administration

• Serve as the primary point of contact for office facility needs, including coordinating with building management/landlord on repairs, cleaning services, and maintenance requests.
• Maintain office equipment (copiers, printers, phone systems) and coordinate with vendors or IT for servicing and repairs.
• Manage relationships with office vendors (supply companies, coffee/kitchen services, courier services, etc.).
• Maintain organized digital and physical filing systems for company records.
• Track and manage office-related expenses; assist with basic invoice coding or expense report submission as needed.
• Help maintain office policies/procedures documentation and update as directed.
• Coordinate logistics for company events, meetings, and employee gatherings (catering, room setup, supplies).

Administrative Support

• Perform basic data entry, filing, and document scanning.
• Provide administrative support to HR, Operations, and Accounting teams.
• Assist with scheduling meetings, preparing conference rooms, and managing calendars.
• Assist with onboarding coordination, including preparing welcome packets.

Mail & Supply Management

• Manage incoming and outgoing mail, packages, and deliveries.
• Monitor and order office supplies as needed.

General Office Duties

• Uphold confidentiality and maintain a high level of professionalism in all interactions.
• Support office-wide initiatives and assist with special projects as assigned.

Qualifications and Requirements

Education & Experience

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• 2–4 years of experience in an executive assistant, administrative, or front desk role, ideally supporting senior leadership.
• Some college coursework or vocational training preferred.

Organizational & Time Management

• Strong attention to detail and organizational skills.
• Ability to multitask, prioritize, and manage time effectively in a fast-paced, dynamic environment.
• Comfortable managing shifting priorities and competing deadlines for the President and the broader office.
• Willingness to take initiative and learn.

Required Skills

Technical Skills

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience managing complex calendars and coordinating travel logistics.
• Familiarity with office equipment such as copiers, printers, and multi-line phone systems.

Communication & Interpersonal Skills

• Strong verbal and written communication skills, with the judgment to represent the President professionally.
• Friendly, professional, and approachable demeanor.
• Ability to build positive relationships with internal and external stakeholders at all levels, including executive leadership.
• High degree of discretion, trustworthiness, and sound judgment when handling confidential information.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to handle or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to sit, stand, and walk. The employee is occasionally required to climb, or balance, and stoop, kneel, crouch, or crawl.

The employee occasionally is required to lift and/or move up to 25 pounds and to walk up to ½ mile daily. Specific vision abilities required by this job include close vision and distance vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts; in outside weather conditions; and is occasionally exposed to wet and/or humid conditions, and fumes or airborne particles. The noise level in the work environment is usually moderate.

Legacy Utility Group is a drug-, smoke-, and alcohol-free workplace. Drug testing is a requirement for employment.

Legacy Utility Group is an Equal Opportunity Employer.