Executive Assistant

Job Description: Executive Assistant

Position Title: Executive Assistant
Location: Corpus Christi, TX (office)
Employment Type: Full-time

Position Overview:
The Executive Assistant provides administrative support to a successful multi-business owner, ensuring the smooth operation of daily tasks and managing multiple projects simultaneously. This role involves maintaining schedules, coordinating communications, preparing reports, and overseeing various office functions to ensure the business operates smoothly and efficiently.

Key Responsibilities:

• Calendar and Schedule Management:
• Manage the executive’s calendar, schedule meetings, and prioritize appointments.
• Coordinate travel arrangements, including flights, accommodations, and transportation.
• Confirm executive’s calendar appointments.
• Communication and Correspondence:
• Manage incoming calls, emails, and other communications, ensuring prompt responses.
• Draft and proofread emails, reports, and other communications on behalf of the executive.
• Sort and distribute mail for entire office.
• Meeting and Event Coordination:
• Organize and coordinate meetings, events, and conferences, both in-person and virtually.
• Prepare materials for meetings, such as presentations, agendas, and reports.
• Take minutes during meetings and ensure follow-up on action items.
• Office and Administrative Support:
• Greet incoming clients and assist with answering a multi-line phone.
• Handle confidential information and maintain discretion at all times.
• Assist with preparation of presentations, documents, and reports for various internal and external meetings.
• Maintain office supplies, equipment, and organizational systems to ensure efficient operations.
• Project Management:
• Coordinate and oversee special projects, ensuring deadlines and objectives are met.
• Work closely with other team members to ensure successful execution of company initiatives.
• Budget and Expense Management:
• Prepare and manage expense reports for the executive.
• Handle billing, invoicing, and payments related to executive travel, events, and office expenses.
• Problem-Solving and Troubleshooting:
• Address administrative issues promptly and efficiently, offering solutions to unforeseen challenges.
• Manage time-sensitive tasks and anticipate the needs of the executive.

Qualifications and Skills:

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Strong organizational and time-management skills with the ability to multitask.
• Excellent written and verbal communication skills; professional phone skills along with detailed accurate message taking a must.
• Proficient in office software (e.g., Microsoft Office Suite, Google Workspace) and scheduling tools (e.g., Outlook, Google Calendar).
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and problem-solving abilities.
• Professional demeanor with excellent interpersonal skills.
• A proactive and flexible approach to work, with the ability to anticipate the needs of the executive.
• A high level of adaptability to changing priorities and a fast-paced environment.
• Reliable personal transportation is required.
• A positive “can-do” attitude.

Education and Experience:

• Bachelor’s degree or equivalent experience preferred.
• Minimum of 2 years of relevant administrative experience, preferably in a professional office environment.

Working Conditions:

• Job location is in-person/in-office
• Monday - Friday
• Some local travel may be necessary depending on the nature of the executive's duties.

Benefits:

• Salary/Hourly Wages
• Bonus Pay
• 401(k) with matching
• Disability Insurance
• Health Insurance
• Life Insurance
• Paid time-off
• An awesome collaborative team of coworkers!

Job Type: Full-time

Pay: $36,000.00 - $40,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Life insurance
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Salary : $36,000 - $40,000