Senior Administrative Assistant

Contract: 6–12+ month contract, with intention to extend or convert
Location: Remote, but must be local to the Dallas/Fort Worth, TX area
Applicants: ***Local applicants only***

Position Overview

The Senior Administrative Assistant supports a senior sales and marketing leadership team, including multiple Senior Vice Presidents.

This role goes beyond traditional administrative support to serve as a strategic partner, ensuring seamless operations. The ideal candidate anticipates needs, streamlines processes, and provides solutions that enhance leadership effectiveness and efficiency. This is a high-visibility role requiring exceptional judgment, discretion, and the ability to handle complex priorities across multiple executives.

What You'll Do

1. Executive Calendar Management: Efficiently handle and coordinate calendars for multiple executives, balancing competing priorities, scheduling large meetings, and anticipating conflicts.

2. Travel Coordination: Plan and manage domestic and international travel arrangements, including flights, accommodations, transportation, visas, and other required documentation, with meticulous attention to detail.

3. Correspondence & Documentation: Prepare, edit, and proofread executive-level correspondence, reports, and presentations, ensuring accuracy, clarity, and professionalism.

4. Communication & Stakeholder Management: Act as a trusted liaison between executives and internal/external partners, maintaining professionalism, discretion, and strong interpersonal relationships.

5. Meeting & Event Management: Prepare agendas, materials, and logistics for meetings, programs, and special events. Support crisis management and last-minute changes with poise and efficiency.

6. Project & Program Support: Lead or support critical initiatives, cross-functional programs, and high-visibility projects, contributing beyond routine administrative responsibilities.

7. Financial & Resource Management: Track and manage invoices, expense reports, and reimbursements while allocating resources efficiently.

8. Confidentiality & Professionalism: Maintain strict confidentiality with sensitive information, consistently exercising discretion and sound judgment.

9. Technology & Process Efficiency: Leverage technology and collaboration tools to streamline operations, support remote/global teams, and enhance productivity.

Skills & Qualifications

1. Education: Associate degree in Business Administration or a related field required; Bachelor's degree preferred.

2. Experience: Minimum 3 years of experience supporting senior executives, managing complex calendars, coordinating travel, and handling high-level administrative responsibilities. Experience supporting multiple executives simultaneously is preferred.

3. Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Teams, Zoom, and Slack. Familiarity with project management or workflow tools such as Asana or Smartsheet is a plus.

4. Executive Judgment: Ability to anticipate needs, exercise independent judgment, and make decisions on behalf of executives when appropriate.

5. Organization & Prioritization: Exemplary organizational and time-management skills with the ability to manage multiple priorities and projects simultaneously.

6. Communication Skills: Exceptional written and verbal communication skills, with strong attention to detail and a professional demeanor.

7. Relationship Management: Strong interpersonal skills with the ability to build trust and credibility across all levels of an organization.

8. Problem Solving & Flexibility: Strong analytical and problem-solving abilities, resilience, and adaptability in a fast-paced, dynamic environment.

9. Discretion & Professional Presence: Ability to maintain confidentiality, demonstrate integrity, and represent executives with professionalism at all times.