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Executive Assistant job in Plano at eTeam Inc.

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Executive Assistant at eTeam Inc.

Executive Assistant

eTeam Inc. Plano, TX Full-Time


Who were looking for:
Under limited supervision, The Executive Assistant will provide administrative support directly to the Executive exercising confidentiality, tact, and diplomacy. The Executive Assistant will also partner with the management team in daily business operations and project coordination, while handling sensitive and confidential information in a professional and proactive manner. The Executive Administrative Assistant also serves as a facilitator who may coordinate deadlines and either handle them directly, or through others, handle project coordination and completion.
What youll be doing:
Support C-level/Executive teams with travel arrangements, expense reports, additional reports/proposals/presentations, etc.
Provide support to the Executives to ensure that all office operations run smoothly, and all administrative details of daily functions are managed
Handle all administrative tasks, including mail, catering for meetings, conference room scheduling, and maintenance of office supplies
Plan and coordinate numerous, complex meetings and conference calls, including preparation and maintenance of related materials
Manage the Executives calendar and travel schedule
May populate databases (document repositories) with knowledge objects, client deliverables, etc.
Extract server, storage, and other data for analysis
Maintain IT and section SharePoint websites coordinate and plan domestic and international travel arrangements; coordinates and arranges for conferences, meetings, and events.
Working proficiency in use of automated calendar management tools (e.g., Outlook, Excel, and other Microsoft tools, etc.) with minimal to no guidance. Manage or coordinate small projects providing cost-effective solutions
Document Preparation Management
Formats and edits letters, reports, and all other correspondence from draft stage to client-ready work; adheres to record retention policies and procedures and follows an organized filing/document management process for electronic and paper documents.
Develops and edits business documents from information provided with minimal guidance.
Maintains an awareness of and applies new firm guidelines that impact deliverables.
Leads weekly LAT with JIRA board
Assists and coordinates monthly virtual touchpoints as needed
Maintains and organizes documents on file servers in compliance with document retention policy.
Identifies and develops relationships with key internal and external client contacts gaining recognition as a business partner/resource.
Working knowledge of internal financial coding structure and client billing process, including analysis and reconciliation of financial data.
Calendar/Travel/Meeting Coordination
Establishes a systematic method for self and others to track time commitments and the completion of tasks; coordinates and plans domestic and international travel arrangements; coordinates and makes arrangements for conferences, meetings, and events.
Working proficiency in use of automated calendar management tools (e.g., Outlook, Microsoft tools, etc.) with minimal to no guidance. Vacation tracking and Holiday work information gathering
Effectively utilizes client travel and meeting policies and procedures to complete all aspects of travel and meeting arrangements and ensures accuracy.
Advise or train others on calendar management tools when requested.
Assist with coordination of large client engagement meetings, vendor meetings with client, offsite meetings, etc. (Demos provided as needed and could include motivational speakers).

Requirements:
RM NOTES:
Important Information:
Two must have's for your candidates to get shortlisted for an interview:
Strong experience supporting C-level and high level officers
Past or recent large enterprise experience (Fortune 200 or big logos)

We are looking for someone who is local to Plano, TX. Please send local candidates only. All non-local candidates will be rejected immediately
5+ years recent executive administrative support experience for a large company or global brand with international operations
Administrative experience including customer service / correspondence and handling of incoming calls
5+ years recent executive administrative support experience for a large company or global brand with international operations
Experience with executive travel arrangements (domestic and international) and calendar management
Possess the ability to learn the work patterns and anticipate the needs of executive teams
Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
Strong attention to detail, with excellent time management skills, and experienced with multitasking on multiple projects and tasks
Organized, pragmatic, and personable with very clear and efficient communication style
Experience working in a fast-paced role, flexible to changing needs
Identify and implement projects, and process changes to ensure continuous improvement
Pro-active, self-motivated, with the ability to work independently to complete tasks
Associate degree or higher

Recommended Skills

  • Time Management
  • Administration
  • Problem Solving
  • Decision Making
  • Clerical Works
  • Organize Schedule
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