Executive Assistant Job at Work Shield in Dallas

Are you a proactive, detail-oriented professional who thrives in a dynamic, fast-paced environment? Do you excel at juggling multiple priorities, anticipating needs, and working with C-suite executives? If so, we want to meet you!

At Work Shield, we’re on a mission to make workplaces safer by transforming how organizations address harassment, discrimination, and misconduct. Every day, we work to foster integrity, trust, and positive workplace environments. As an Executive Assistant, you’ll play a critical role in supporting our CEO, assisting the executive team and contributing to this meaningful mission. Your work will make a direct impact on workplaces nationwide.

This is more than just an administrative role – it’s an opportunity to contribute to the operational efficiency of our executive team while supporting our innovative and growing company. You’ll also oversee key office management responsibilities, ensuring our team operates in a professional, organized, and productive space. Additionally, you’ll provide backup support for sales coordination duties when needed.

This position is in-office during regular working hours, Monday through Friday, 8:30 AM to 5:00 PM. Depending on the needs of the CEO and/or the executive team, you may need to work outside of these hours to support the executive team.

Responsibilities -

• Serve as a right hand to our CEO and assist the remaining executive team (as applicable), managing complex calendars, coordinating travel arrangements, and streamlining their day-to-day tasks.
• Prepare, edit, and format key documents, including client presentations, management reports, and internal communications.
• Support sales activities for the sales team, including CRM updates, creating sales materials, tracking sales team performance, and assisting with client and prospect interactions.
• Organize and schedule meetings, team events, and activities, ensuring smooth execution.
• Maintain office standards as the office manager, managing supplies and overseeing the physical workspace to promote a productive environment.
• Prepare and set up for monthly board financial calls and in-person quarterly board meetings, ensuring seamless execution and professionalism.
• Handle sensitive and confidential information with utmost discretion and professionalism.
• Assist with onboarding processes for new hires, ensuring a seamless experience for new team members.
• Take initiative on special projects and continuously identify opportunities to improve processes.
• Assist in sales coordination, including CRM management, tracking sales goals, generating leads, and supporting sales representatives.
• Perform other miscellaneous duties as assigned.
• Live the values of Work Shield, demonstrating commitment, respect, collaboration, innovation, and success in everything you do.

What We Are Looking For -

• Experienced: At least 7+ years of experience as an Executive Assistant working with C-suite executives in a fast-paced, high-stakes environment. Sales support experience is a plus.
• Proactive: You anticipate needs, act quickly, and stay two steps ahead of the executives you support.
• Detail-Oriented: Nothing gets past you. You double-check every detail, ensuring everything is polished and precise.
• Tech-Savvy: You are highly proficient in Mac operating systems, Google Workspace (Docs, Sheets, Slides), and CRM systems (HubSpot experience preferred).
• An Excellent Communicator: Your verbal and written communication skills are exceptional, and you can represent the company professionally at all times.
• Adaptable: You thrive on juggling multiple tasks and priorities without missing a beat.
• Mission-Driven: You believe in the importance of creating safer workplaces and are passionate about making an impact.
• Available: You’re committed to being in the office during regular working hours (8:30 AM to 5:00 PM) and are flexible to work outside these hours when needed.

Required Skills -

• Organizational Skills: Exceptional organizational skills and meticulous attention to detail, ensuring accuracy in all financial tasks.
• Communication Skills: Strong verbal and written communication skills, including the ability to professionally handle client calls and inquiries.
• Problem-Solving and Initiative: A proactive problem-solver with the ability to prioritize tasks, meet deadlines, and navigate challenges effectively.
• Customer Service Mindset: A collaborative approach with a focus on providing exceptional customer service and resolving issues promptly.
• Technical Proficiency: Familiarity with Google Workspace (Docs, Sheets, etc.) and other cloud-based tools.

Pay range and compensation package - The salary range for people entering this role is $70,000 - $90,000, commensurate with relevant experience and qualifications and in alignment with internal equity. This role is also eligible for a discretionary bonus based on individual and organizational performance and goal attainment. At Work Shield, we believe in providing a well-rounded package that supports both your personal and professional life. Our total rewards package includes a flexible benefits plan and career development programs designed to help you thrive in a diverse and supportive workplace. Here’s what we offer:

• Medical, Vision and Dental Insurance (Employer paid)
• Paid Time-Off Program + 13 Company Paid Holidays
• 401(k) Retirement Plan
• Basic Life and Supplemental Life Insurance
• Health Spending Account (+ Employer Contributions)
• Long-Term Disability
• Company Parking
• Professional Development and Learning Opportunities
• On-the-job Training and Skills Development

Equal Opportunity Statement - This is a full-time, in office position. This position is an "at-will" position. All qualified applicants will receive consideration without regard to race, age, color, sex (including pregnancy), religion, national origin, disability, sexual orientation, gender identity, marital status, military status, genetic information, or any other status protected by applicable laws or regulations. All qualified applicants will receive consideration without regard to race, age, color, sex (including pregnancy), religion, national origin, disability, sexual orientation, gender identity, marital status, military status, genetic information, or any other status protected by applicable laws or regulations.

Industry - Human Resources/Risk Management/Technology Solutions

Location - Dallas, TX

Travel - Rare, if any