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Executive Assistant (Entry Level) chez None

None · Irving, États-Unis d'Amérique · Onsite

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FLSA CLASSIFICATION: Non- Exempt

Position Summary:
We are seeking a highly organized, proactive, and detail-oriented Executive Administrative Assistant to provide comprehensive administrative and organizational support to our Executive Leadership Team. This individual will serve as a trusted partner to leadership, ensuring smooth operations, effective communication, and seamless coordination across multiple departments. The role requires excellent judgment, discretion, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities

Executive Support & Calendar Management

  • Manage an active calendar of appointments and ensure the Executive’s schedule is followed, respected, and adjusted as priorities shift.
  • Keep leadership well informed of upcoming commitments, responsibilities, and deadlines.
  • Coordinate and schedule internal and external meetings, conference calls, and special events.
  • Arrange complex domestic and international travel plans, itineraries, agendas, and prepare related meeting materials.

 

  1. Communication & Correspondence

    • Prepare, proofread, and edit correspondence, reports, and presentations, often involving sensitive or proprietary information.
    • Screen, prioritize, and route incoming phone calls, emails, and other communications; greet and assist visitors.
    • Draft correspondence independently, applying knowledge of company policies and procedures.
    • Open, sort, prioritize, and distribute incoming mail, faxes, and electronic communications.

     

  2. Meeting & Event Coordination

    • Record and transcribe meeting minutes, including topics, decisions, action items, responsible parties, and deliverable dates.
    • Coordinate catering needs for meetings, training sessions, and department functions.
    • Assist with planning and execution of company functions, special projects, and events in collaboration with Business Development.
    • Manage shared resources such as conference rooms, ensuring availability and efficient scheduling.

     

  3. Administrative Operations

    • Maintain and update employee and customer directories, distributing revisions in electronic format to all staff.
    • Prepare and process travel documents and expense reports for executives.
    • Create, compile, and analyze data for inclusion in reports, presentations, and executive summaries.
    • Maintain office supply inventory and process purchase orders as needed.
    • Manage parking pass issuance for employees, visitors, and customers.
    • Provide customer administrative support and services as required.                     

       

      Publishing & Communication Support
      • Prepare and distribute weekly aviation news articles for company officers.
      • Prepare and maintain the weekend duty roster; distribute electronically to department managers weekly.
      • Edit, design, and publish the company newsletter.
    •  Other Responsibilities
      • Ensure compliance with confidentiality and discretion in handling sensitive information.
      • Support leadership and staff with special projects and assignments as needed.
      • Perform other duties as assigned.

         

        Qualifications

        • Minimum 2+ years of experience in an executive administrative support role.
        • Strong organizational, project management, and problem-solving skills with impeccable attention to detail.
        • Excellent written and verbal communication skills.
        • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Publisher) and other relevant business tools.
        • Ability to handle confidential information with discretion and professionalism.
        • Demonstrated ability to manage multiple priorities and work independently under tight deadlines.
        • English required, Spanish preferred (English + Spanish)          Core Competencies 
        • Professionalism: Exercises sound judgment, discretion, and confidentiality.
        • Adaptability: Thrives in a fast-paced environment and adjusts to shifting priorities.
        • Collaboration: Builds strong relationships with internal teams and external partners.
        • Communication: Clear, concise, and effective in both written and verbal communication.
        • Initiative: Anticipates needs and takes proactive steps to ensure efficiency.

         

       

     

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