Executive Assistant

Executive Assistant

Hollman, Inc. | Irving, Texas

Reports to: VP of Sales and Business Development and VP of Research and Development Time allocation: 50% supporting each VP

Position Summary

Provide executive administrative and coordination support to two vice presidents, helping them manage schedules, prepare for decisions, and complete commitments. Maintain organized communications, accurate records, and timely follow-up while supporting Hollman's sales growth and product development priorities.

Shared Responsibilities

• Manage both executives' calendars, appointments, meeting preparation, and scheduling conflicts; protect time for priority work.
• Prepare agendas, assemble meeting materials, record decisions and action items, and follow up with assigned owners on due dates.
• Draft and proofread correspondence, presentations, reports, and other materials for executive review; verify accuracy and maintain organized files.
• Coordinate business travel, itineraries, customer or vendor visits, and expense documentation in accordance with company policies.
• Serve as a professional point of contact for internal teams and external contacts; route requests and elevate urgent issues promptly.
• Protect confidential customer, pricing, financial, personnel, and product development information; share information only with authorized recipients.

Sales and Business Development Support

• Coordinate sales leadership meetings, customer and prospect meetings, business development activities, and related follow-up.
• Compile sales updates, opportunity information, and performance reports from approved sources; obtain missing information and flag inconsistencies for review.
• Prepare customer presentation materials and coordinate proposal inputs, samples, and meeting logistics with Sales, Marketing, and other departments.
• Track commitments and route questions about pricing, production capacity, and delivery dates to the responsible leaders before communicating approved information.

Research and Development Support

• Coordinate product development meetings, design reviews, prototype demonstrations, and vendor discussions; distribute approved materials and track follow-up.
• Maintain project calendars, milestone trackers, decision records, and current versions of documents supplied by project owners.
• Collect status updates from R&D, Engineering, Purchasing, Manufacturing, and other partners; flag overdue actions, missing inputs, and schedule conflicts.
• Coordinate sample and prototype logistics and support handoffs of approved product information to Sales and Marketing; protect unreleased designs and proprietary information.

Workload and Accountability

Plan work around an equal 50% allocation to each VP. Maintain one shared priority and deadline tracker and review upcoming needs with both VPs weekly. Temporary shifts in time allocation require agreement between the two VPs. Escalate conflicting deadlines promptly so the VPs can resolve priorities and adjust expectations. Both VPs provide input on performance goals and evaluations. Exercise judgment in administrative coordination within delegated authority. Obtain appropriate approval before making business commitments, authorizing expenses, or releasing sensitive information. Sales decisions, technical approvals, and project ownership remain with the responsible leaders.

Qualifications

• High school diploma or equivalent and at least three years of progressively responsible administrative support experience, including support for senior leaders; equivalent relevant experience considered.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams; ability to learn company reporting and document management systems.
• Demonstrated ability to support multiple leaders, manage changing priorities, maintain accurate records, and follow through without repeated reminders.
• Clear written and verbal communication, sound judgment, discretion, and professional customer and vendor interactions.
• Preferred: experience supporting sales, product development, engineering, or manufacturing teams; associate or bachelor's degree in a related field.