EXECUTIVE ASSISTANT

Job Description

Job Description

EXECUTIVE ASSISTANT

LOCATION

Dallas, TX 75201 | Onsite

COMPENSATION & SCHEDULE

• $20/hour

• Monday–Friday, 8:00 AM–5:00 PM

ROLE IMPACT

Provide senior-level administrative support to the Director and executive staff while coordinating schedules, records, communications, and critical office operations. This role helps ensure deadlines, personnel processes, budget activities, Board agenda materials, travel, and executive priorities are managed accurately and efficiently with minimal supervision.

KEY RESPONSIBILITIES

• Manage executive calendars, meetings, appointments, correspondence, phone communications, deadlines, documents, and administrative logistics.

• Coordinate personnel and hiring activities, including requisitions, required forms, interviews, personnel actions, training, and professional development support.

• Research assigned topics, prepare reports, correspondence, speeches, and executive materials, and interpret office processes, procedures, policies, rules, and regulations.

• Coordinate office and Board agenda items, track submission deadlines, confirm required documents are uploaded, and prepare agenda briefing materials.

• Support budget tracking, review expenditures, coordinate travel, process invoices, maintain electronic project databases, manage office supplies, and serve as a point of contact for employees, external organizations, and law enforcement agencies.

MINIMUM QUALIFICATIONS

• High School Diploma.

• Five years of experience in office management, office administration, or executive administrative support.

• Experience preparing executive correspondence or contract files and organizing or maintaining databases, records, or filing systems.

CORE TOOLS & SYSTEMS

• Executive calendar and meeting coordination

• Electronic databases and records management systems

• Invoice and expenditure tracking

• Board agenda and document management

• Office administration and supply inventory

• Travel coordination and logistics

PREFERRED SKILLS

• Associate degree in Business, Public Administration, Social Science, or a closely related field from an accredited college or university.

• Strong research, report writing, correspondence, and executive communication skills.

• Ability to exercise independent judgment, manage confidential information, and coordinate multiple priorities and deadlines.

LEGAL NOTICE

• Selected candidate will have to pass CJIS background check which will be ran by the City as well as sign a Confidentiality policy.

• Employment is subject to applicable pre-employment background screening requirements.

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