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Executive Administrative Assistant

Company: HumCap Recruiting
Location: Dallas
Posted on: May 28, 2023

Job Description:

Job Description - Executive Administrative Assistant Ideal Candidate: Are you quick, accurate, and conscientious? Do you like to stay busy, do things the way they should be done, and are looking for people who respect that about you? Do you want to be a part of helping a great team operate with excellence? Are you practical, sharp, efficient, resourceful, and good at figuring things out on your own? This is a critical role in our fast-growing company that will be challenging, fast-paced, and will require attention to detail amidst spontaneous issues that arise. If this excites you and you are ready for a challenge, apply today. Department: Corporate Location: Texas, DFW metroplex is mandatory, Work from home with minimal travel requirements Duration: Full-Time FSLA : Non-Exempt Estimated Salary Range: $25 - $31 dollars per hour, depending on experience Benefits: Health, Dental, Vision, 401k, LTDisability, STDisability, Life Insurance, PTO The Company: This company brings a team of experienced professionals to help our clients execute their infrastructure projects with quality, integrity, efficiency, and safety. We have several subsidiaries which all help us provide these services offerings:

  • Construction Inspection Services - placing personnel onsite during construction to provide an added level of risk management and quality control.
  • Environmental Inspection Services - investigating stormwater pollution prevention measures and other environmental compliance obligations, helping customers stay compliant.

    • Program and Project Management - proactively coordinating work and making decisions on behalf of Clients to drive projects towards successful adherence to scope, schedule, and budget-increasing efficiency, transparency, and enabling our clients to make better project decisions.
    • Project Controls - providing advanced budget and scheduling capabilities to increase project intelligence, facilitate decision making, and drive efficiencies.
    • Material Management & Expediting - ensuring costly materials are safely delivered on time and within budget and quality standards. We are a veteran-owned Texas-based company with the ability to expand to neighboring states. Our typical clients are power delivery utilities, renewable power generators, power storage owners/developers, and large load facilities. We focus on living our core values, taking care of our employees, and providing excellent customer service.

      General Role Description: The Executive Administrative Assistant will support the company's management team by inputting data, tracking internal information, ordering promotional products, managing fleet information, facilitating corporate communications, and assisting managers with other tasks. Duties:

      • Planning and coordination for others:

        • Assist in managing calendars of senior management
        • Book travel arrangements for management
        • Schedule conference rooms for off-site meetings
        • Register other employees for conferences and/or training events
        • Schedule and coordinate events, such as holiday parties, client dinners, company-wide meetings, or other events.

        • Data gathering and dissemination:

          • Type and design general correspondences, memos, charts, tables, graphs, business plans, etc.
          • Prepare and distribute monthly, quarterly, and annual reports for Senior Management with information from multiple departments.
          • Miscellaneous Data Entry, as required

          • Track Information for the Company:

            • Record feedback from employees to the Company through existing programs.
            • Update project tracker between Operations and Business Development
            • Record asset information (physical assets including vehicles, IT equipment, and tools) for all business units and coordinate information flow between stakeholders of these assets.
            • Maintain the certificate of Insurance tracker
            • Maintain list of client, vendor, and employee birthdays, anniversaries, etc.

            • Corporate communications:

              • Monitor company main phone line and email mailboxes, then distribute messages accordingly
              • Send all company-wide internal correspondence and manage the internal communications email mailbox
              • Deliver and assist in developing internal communications including a Quarterly Newsletter

              • Place orders, maintain inventories, and distribute the following for the Company:

                • Apparel/Merchandise for employees and/or business development
                • Safety Apparel (PPE)
                • Business Cards
                • Birthday, anniversary, holiday cards and gifts for employees, family, clients, and key vendors.
                • Coordinate and send Company Christmas cards and gifts

                • Coordinate the legal documentation processes, ensure that all executed legal documents are recorded in their respective location, are listed with key information on a tracker, and that any dates or activities that trigger follow up to existing contracts are raised to help managers keep the Company compliant with contracts.
                • Check corporate mailbox and distribute mail appropriately

                  • File documents. This could be anything from state tax forms, insurance endorsements, child support requests, publishing finalized policies, employee cell phone bills, etc.

                    • Interface with all levels of employees within the organization and protect the Company's culture.

                      Qualifications: Education and Experience:

                      • High School diploma required
                      • Requires at least three (3) years related experience
                      • Experience with online applications
                      • Excellent knowledge of Microsoft suite (Word, PowerPoint, Excel, and Teams) is required

                        Must also have the following demonstrated knowledge, skills, and abilities:

                        • High level of interpersonal skills to handle sensitive and confidential situations.
                        • Attention to detail and commitment to accuracy are critical in composing, typing, and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
                        • Strong sense of organization and accountability especially in the remote work environment
                        • Capable of holding others accountable through respective interactions
                        • Strong teamwork, problem solving, and training skills are essential
                        • Considerable skill in effective verbal and written communications
                        • Highly motivated, positive attitude, self-directed

Keywords: HumCap Recruiting, Dallas , Executive Administrative Assistant, Other , Dallas, Texas

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