Executive Assistant

Dallas, IA - USA

Monthly Salary: Not Disclosed

Posted on: 18 days ago

Vacancies: 1 Vacancy

Job Summary

Key Responsibilities

Executive & Administrative Support

Manage complex calendars schedule meetings coordinate travel and ensure executive(s) are effectively prioritized.
Serve as a primary point of contact for internal and external stakeholders; screen and manage phone calls emails and correspondence.
Prepare agendas presentations reports meeting minutes and other business documents.
Handle sensitive and confidential information with professionalism.
Provide general administrative support including document organization filing and data entry.

Project & Operations Support

Support Operations and Project Managers with workflow coordination organization and protocol adherence.
Manage project data using firmwide databases and assist with implementing new processes.
Prepare and manage project documentation such as contracts insurance requirements and logs.
Assist design management teams with data entry and file management.
Coordinate with consultants and accounting teams to support accurate timely invoicing.
Track project status invoicing and scheduling; follow up on deadlines and delegated tasks.
Support local implementation of corporate initiatives and participate in process-improvement efforts.

Team Coordination & Leadership

Organize and support the Project Coordinator team; delegate tasks oversee deadlines and solve workflow issues.
Provide training and development support to Project Coordinators.
Build strong working relationships with clients consultants staff and leadership.

Additional Duties

Arrange travel accommodations and transportation for executives and occasionally team members.
Coordinate meeting logistics including venue booking catering and A/V setup.
Review and reconcile expense reports.
Assist with special projects and ad hoc assignments.
Maintain executive continuing education and professional licenses.
Create templates and tools to streamline processes.

Qualifications

Education & Experiences

Bachelors degree in business management communications architecture or a related field preferred (associate degree accepted).
6 years of relevant administrative or project coordination experience.
Notary Public certification preferred (not required).
Professional licensure not required.

Skills & Proficiencies

Excellent written and verbal communication skills.
Strong organizational multitasking and time-management abilities.
Ability to lead and motivate others while managing competing deadlines.
High level of professionalism discretion and confidentiality.
Ability to work independently with minimal oversight.
Strong team ethic and collaborative mindset.
Graphic skills a plus.
Advanced proficiency in Microsoft Office (Word Excel Outlook PowerPoint).
Adobe Suite experience including InDesign preferred.

*Equal Employment Opportunity Statement

Perkins&Will has established and adopted an Equal Employment Opportunity Employment policy (EEO) which is part of the Companys Human Resources Policy. The purpose of this EEO policy is to ensure that all employment decisions are made on a non-discriminatory basis and without regard to sex race color age national origin religion disability genetic information marital status sexual orientation gender identity or expression gender reassignment citizenship pregnancy or maternity veteran status or any other status protected by applicable national federal state or local some cases local laws and regulations may provide greater protections than those outlined here and employees will be covered by the laws of their local jurisdiction.

#LI-AS1

#LI-EO1

Required Experience:

Key ResponsibilitiesExecutive & Administrative SupportManage complex calendars schedule meetings coordinate travel and ensure executive(s) are effectively prioritized.Serve as a primary point of contact for internal and external stakeholders; screen and manage phone calls emails and correspondence.P...

Key Responsibilities

Executive & Administrative Support

Manage complex calendars schedule meetings coordinate travel and ensure executive(s) are effectively prioritized.
Serve as a primary point of contact for internal and external stakeholders; screen and manage phone calls emails and correspondence.
Prepare agendas presentations reports meeting minutes and other business documents.
Handle sensitive and confidential information with professionalism.
Provide general administrative support including document organization filing and data entry.

Project & Operations Support

Support Operations and Project Managers with workflow coordination organization and protocol adherence.
Manage project data using firmwide databases and assist with implementing new processes.
Prepare and manage project documentation such as contracts insurance requirements and logs.
Assist design management teams with data entry and file management.
Coordinate with consultants and accounting teams to support accurate timely invoicing.
Track project status invoicing and scheduling; follow up on deadlines and delegated tasks.
Support local implementation of corporate initiatives and participate in process-improvement efforts.

Team Coordination & Leadership

Organize and support the Project Coordinator team; delegate tasks oversee deadlines and solve workflow issues.
Provide training and development support to Project Coordinators.
Build strong working relationships with clients consultants staff and leadership.

Additional Duties

Arrange travel accommodations and transportation for executives and occasionally team members.
Coordinate meeting logistics including venue booking catering and A/V setup.
Review and reconcile expense reports.
Assist with special projects and ad hoc assignments.
Maintain executive continuing education and professional licenses.
Create templates and tools to streamline processes.

Qualifications

Education & Experiences

Bachelors degree in business management communications architecture or a related field preferred (associate degree accepted).
6 years of relevant administrative or project coordination experience.
Notary Public certification preferred (not required).
Professional licensure not required.

Skills & Proficiencies

Excellent written and verbal communication skills.
Strong organizational multitasking and time-management abilities.
Ability to lead and motivate others while managing competing deadlines.
High level of professionalism discretion and confidentiality.
Ability to work independently with minimal oversight.
Strong team ethic and collaborative mindset.
Graphic skills a plus.
Advanced proficiency in Microsoft Office (Word Excel Outlook PowerPoint).
Adobe Suite experience including InDesign preferred.

*Equal Employment Opportunity Statement

#LI-AS1

#LI-EO1

Required Experience:

Key Skills

Time Management
Microsoft Office
Organizational skills
Microsoft Outlook
Microsoft Word
Personal Assistant Experience
Microsoft Powerpoint
Calendar Management
Microsoft Excel
Administrative Experience
Microsoft Outlook Calendar
Google Suite

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About Company

Perkins&Will

Architecture, interior design, planning, and landscape design for universities, healthcare facilities, businesses, cultural and civic institutions, sports and recreation, and more.

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