What are the responsibilities and job description for the Executive Assistant to the CEO position at SmartSource?

Job Description

Executive Assistant to the CEO

SmartSource®, an ABCOM Technology Group company, has more than 35 years of experience serving clients' business technology needs in the events, staffing, legal, government, finance, education, entertainment, and meeting production industries. The company provides service throughout North America through its fully staffed and equipped offices in major metropolitan markets. SmartSource draws from its extensive inventory of IT, AV, and interactive technologies to deliver solutions as varied as computers for contract staff, office equipment for temporary spaces, or multi-story video walls for trade shows and events. The SmartSource team is passionate about leveraging its expertise to empower clients to excel.

SmartSource will afford you an exciting career opportunity. We offer a fast-paced and dynamic work environment. Most importantly, you will be provided the support and environment to excel and succeed with an industry leading company. If you are enthusiastic, highly motivated and looking for a great opportunity, we encourage you to apply today.

Job Summary :

We are seeking a highly organized, proactive, and detail-oriented Assistant to provide comprehensive support to our dynamic CEO. The ideal candidate will act as a key partner, ensuring the CEO’s daily schedule, communications, and tasks are managed efficiently, while maintaining a professional, polished demeanor in all interactions. This role is essential for facilitating the smooth operation of the CEO's office and ensuring that strategic initiatives are prioritized and executed effectively. This position is salaried and an in-office position from 8am to 5pm CST.

Responsibilities :

Document Management & Reporting :

Prepare and edit reports, presentations, and other documents for the CEO, ensuring accuracy and alignment with organizational goals.
Maintain filing systems for digital documents to ensure ease of access and compliance.

Project Management & Task Tracking :

Assist with project coordination, tracking deadlines, deliverables, and progress across multiple initiatives.

Support strategic and Annual operating plans and execution of key projects as directed by the CEO.

Calendar and Scheduling Management :

Manage the CEO’s calendar, scheduling meetings, appointments, and travel, ensuring optimal time management.

Prioritize requests and accommodate changes with flexibility and discretion.

Communication Liaison :

Serve as the primary point of contact between the CEO and internal / external stakeholders, including employees, clients, partners and the Board of Directors.

Screen and respond to emails, phone calls, and inquiries, drafting, and proofreading correspondence, as necessary.

Prepare meeting agendas, notes, and action items for the CEO. Leverage AI to facilitate Meeting Notes.

Travel Coordination :

Arrange complex travel itineraries, including flight, hotel, and transportation logistics, ensuring the CEO’s travel plans align with business needs and personal preferences.

Process and manage expense reports.

Meeting Preparation & Support :

Organize meetings, ensuring all logistics, materials, and agendas are prepared in advance.

Attend meetings as necessary, taking AI minutes and ensuring clear follow-up on action items.

Confidentiality & Discretion :

Handle sensitive and confidential information with the utmost discretion and professionalism.

General Office Support :

Provide administrative support to the executive team as needed.

Manage new employee badges and parking permits for the Dallas corporate office.

Serve as the primary contact for the Dallas corporate building.

Support special projects, ensuring deadlines and deliverables are met.

Requirements :

Bachelor’s degree from the Cox School of Business, McCombs School of Business, Mays school of Business, or the Jones School of Business.

Minimum of 5 years’ experience as an accounting or Finance or Consulting role supporting senior-level executives.

Exceptional verbal and written communication skills, with the ability to interact professionally with diverse stakeholders.

Proficient in Microsoft Office Suite ( including MS Project, Co-Pilot, MS Power BI)

Superior time management, attention to detail, and ability to manage multiple tasks and deadlines.

Strong critical thinking and problem-solving abilities with a proactive approach to addressing challenges.

High level of discretion and integrity when handling sensitive information.

Ability to adapt to a dynamic work environment and changing priorities.

Flexibility to work outside standard business hours when needed.

Flexibility to travel on a limited basis.

SmartSource is an equal opportunity employer. SmartSource does not discriminate on the basis of race, color, religion, gender (including non-binary / third gender), transgender, gender identity or expression, sexual orientation or affectional preference, national origin, citizenship, age, disability, status as a protected veteran, military status, marital status, or status in any group or class protected by applicable federal, state, or local law. SmartSource makes reasonable accommodations for qualified individuals with disabilities in accordance with the Americans with Disabilities Act, Rehabilitation Act, and applicable state and local laws.

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