Job Summary

Immediate need for a full time a highly skilled and experienced Executive Assistant/Office Manager who will play a pivotal role in supporting a high-growth, fast-paced organization in the early commercialization phase. The role will be located in Dallas, TX.

This position will report to the Executive Leadership Team. The role is fulltime, exempt and located at our Dallas, TX Facility.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

● Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

● Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.

● Coordinates quarterly board of directors’ meetings and helps to organize team meetings and travel (e.g., National Sales Meeting)

● Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.

● Maintains confidence and protects operations by keeping information highly confidential.

● Coordinates distribution of mail physically and electronically.

● Maintains office supplies inventory; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.

● Manages office cleaning service and serves as the primary point of contact with the landlord.

● Ensures operation of office equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.

● Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.

● Contributes to team effort by accomplishing related results as needed.

Minimum Qualifications

Education, Experience and Training

● Bachelor’s degree preferred, but not required

● Three to five years of administrative experience

● Three to five years of executive assistant experience

● Experience managing multiple calendars

● Experience booking travel

Knowledge, Skills and Abilities

● Written and verbal communication skills

● Reporting skills

● Supply management

● Scheduling

● Computer software skills

● Organization skills

● Time management skills

● Presentation skills

● Office equipment maintenance

● Travel logistics

Core Competencies

[Continuous Improvement, Problem Solving, Service Focus, Collaboration & Team, Communication, Change Agility, Mission & Vision Focus, Stewardship]

Supervisory Responsibilities (as applicable)

[Setting targets for performance in ways that align with corporate goals and vision. Organizing workflow and ensuring that employees understand their work and priorities. Monitoring employee productivity and providing constructive feedback and coaching. Hiring, training and developing team members. Assessing employee performance and achievement of goals. Leading, motivating and empowering staff.]

Tools and Technology

[G Suite, Microsoft Office Suite, Adobe, Salesforce CRM, etc.]

Physical Functions and Work Environment

The physical functions described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers; handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

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