Job Description

Job title : Executive Administrative Assistant

Location : Plano, TX 75024

Type : 12+ months contract with possibility to extend

Position Summary:

We are seeking a highly organized and professional Executive Administrative Assistant to support a senior technology executive at Plano Texas office. The ideal candidate will be adept at managing complex schedules, coordinating high-level meetings, and providing comprehensive administrative support in a dynamic technology environment.

Key Responsibilities:

1. Calendar Management:

- Maintain and manage the executive's calendar with precision

- Schedule and coordinate meetings, including 1:1s with team members, stakeholders, and other division leaders

- Ensure the executive is well-prepared for all appointments and meetings

2. Travel Arrangements:

- Plan and book all travel arrangements, including flights, accommodations, and ground transportation

- Prepare detailed itineraries and necessary travel documents

3. Meeting Coordination:

- Arrange and set up meeting rooms for key visitors and important gatherings

- Coordinate audiovisual equipment and catering as needed

- Greet and escort visitors from the lobby to meeting locations

4. Expense Management:

- Prepare and submit expense reports in a timely and accurate manner

- Track and reconcile all business-related expenses

5. Office Presence:

- Maintain a flexible schedule to be present in the office when the executive is on-site (3-5 days per week)

- Provide on-site support and manage in-person interactions and requests

6. Stakeholder Liaison:

- Act as a primary point of contact for internal and external stakeholders

- Manage communication flow and prioritize inquiries directed to the executive

Qualifications:

• Bachelor's degree preferred
• 5+ years of experience as an executive assistant, preferably in a technology-driven environment
• Exceptional organizational skills and attention to detail
• Strong proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint
• Experience with travel booking systems and expense report software
• Excellent written and verbal communication skills
• Ability to handle confidential information with discretion
• Proactive problem-solving skills and ability to anticipate needs
• Flexibility to adapt to changing schedules and priorities
• Knowledge of the automotive or technology industry is a plus

Personal Qualities:

• High level of professionalism and interpersonal skills
• Ability to work independently and make decisions in the executive's absence
• Calm under pressure and capable of managing multiple priorities
• Discreet and trustworthy, with a strong sense of confidentiality

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