Executive Assistant

About the Role

Provide administrative support to executive and/or senior level management. Responsibilities include managing company executive(s) calendar, meetings, files, documentation, communications, travel arrangements, and other office projects and activities.

Responsibilities

• Provide phone support to executives, exhibiting a high degree of professionalism (70-80%).
• Oversee electronic/hard copy mail management, including responding to routine correspondence and inquiries.
• Scan business and industry journals and perform internet searches for industry and company-related topics, communicating results.
• Coordinate meeting and conference call scheduling on company executive(s) calendar(s), including special meeting/program needs.
• Prepare agendas, take and transcribe meeting minutes, or provide backup for this function.
• Maintain department’s subject files and record retention.
• Reconcile/process invoices, statements, forms, and other paperwork.
• Order departmental supplies and oversee maintenance of office equipment.
• Prepare correspondence and other reports/documentation for executive review/signature; follow up on communications requiring action or response.
• Manage all aspects of travel arrangements, including air, ground, and hotel; review and approve management travel and entertainment expenses.
• Travel within the Dallas metro area as needed to support real estate office locations (no overnight travel required).
• Coordinate and/or assist with various events, functions, promotions, and meetings (10-15%).
• Perform additional responsibilities as requested or assigned (0-5%).
• Provide support to branch managers and department heads on various issues (secondary function).
• Process real estate license applications for new and transferring agents; oversee license renewal process.
• Manage warranty package program and related activities.
• Prepare and file legal documents; may represent the company at earnest money disputes.
• Assist with construction coordination/planning of new offices and existing office renovations; liaise with vendors.
• Provide support, training, and work direction to office staff; may serve as backup in their absence.

Performance Expectations

• Meet all performance and behavior expectations outlined in the company performance appraisal form or communicated by management.
• Perform responsibilities as directed, achieving desired results within expected time frames and with high quality and professionalism.
• Establish and maintain positive and productive work relationships with staff, customers, and business partners.
• Demonstrate the behavioral and technical competencies necessary to effectively complete job responsibilities.
• Take personal initiative for technical and professional development.
• Follow company HR policies, the Code of Business Conduct, and all subsidiary and department policies and procedures, including protecting confidential information, attending work punctually, and following safety practices.

Requirements

Education: Associate’s degree in business or related major preferred; or equivalent work experience and knowledge.

Experience: Three to five years of administrative experience working with senior/executive management personnel.

Skills

• Proficiency in Microsoft Office programs: Word, Excel, PowerPoint, Outlook.
• Demonstrated organizational, analytical, problem-solving, and time management skills.
• Strong written communication, editing, proofing, and grammar skills.
• Effective verbal and interpersonal communication skills.
• Ability to prioritize and handle multiple tasks and projects concurrently.
• Demonstrated ability to maintain a high degree of confidentiality.
• Leadership abilities and ability to work in a team environment.
• Detail-oriented with the ability to work independently and responsibly with minimal supervision.

Other

Notary public designation preferred.

Benefits

• Medical, Health Savings Account, Dental, Vision, Life Insurance.
• Paid Vacation (PTO).
• 401(k) with employer match.
• Flexible Spending Account.
• Employee Assistance Program (EAP).