Executive Assistant

• Description:

What are the Roles and Responsibilities of this role?

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Manage and plan department meetings and team building events – assist with agenda building, logistics, set up for onsite activities like townhalls in new FLEX environment.; Department meeting coordination within DnA and with other departments

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Reserve conference room, set up for meetings and arrange for necessary catered meals; Work with other EA’s for the scheduling of various committee meetings

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Manage the calendar, conflicts, and travel arrangements for VP (and General and Group Managers – as requested); Prepare and submit expense reports assuring timely and accurate submission/documentation

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Respond to calls & correspondence, as needed, in a timely and courteous manner, and provide information and assistance as necessary.

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Administer and reconcile various department purchases with corporate issued P-card; Process and Track department invoices and purchase orders

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Maintain department’s organizational charts and phone lists

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Receive and prioritize mail; perform other functions (scanning, photocopying, faxing).

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Manage and maintain department distribution lists

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Manage supplies--place new orders when necessary

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Maintain department contact for facilities and other miscellaneous issues, working with other departments for resolution

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Coordinate new hire/contingent/consultant setups

Support/ cover existing DnA administrative assistant as needed

• Requirements:

RM Notes:

This is with the DNA (Data and Analytics) group.

There is one more Executive Assistant within DNA

The candidate will be handling 6 executives and supporting the respective teams as well: The team also would be needing help

Also, working with other EA often to coordinate and schedule meetings.

Preferred – Degree (Associate/Bachelors) not required but would be definitely good to have

Preferred or good to have – Data background

Interview process– (Phone/In Person) – Virtual – first round, In-person – second/final round

Plano, TX – Onsite (Hybrid) every other week for few days (1 or 2 days a week)

Must Haves:

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3-5 years of administrative support, proficient at Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel, SharePoint)

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Meticulous attention to detail and accuracy with the ability to produce high quality work in a fast-paced environment

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Excellent interpersonal skills, virtual communications skills, when interfacing with all levels of team members

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Experience coordinating logistics for meetings and conferences

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Demonstrated ability to operate in a high pressure, deadline driven environment and handling/prioritizing multiple requests with speed and accuracy

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Ability to prioritize work and multitask

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Ability and willingness to work overtime when needed

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Demonstrated ability to learn the working style, preferences, and priorities of the supported executive, including anticipating needs as well as working independently with minimal direction

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Demonstrated ability to exhibit good judgment when fulfilling tasks ranging from simple to complicated and in prioritizing competing demands and requests

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Excellent written and verbal communication skills; ability to communicate effectively

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High-energy, self-motivated, and professional with strong initiative for improving processes

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Proven ability to be discreet and sensitive in dealing with matters of a confidential, sensitive, or of a private nature