Executive Assistant Job at Texas AirSystems in Irving

Overview

Executive Assistant

Reports to: Vice President of Sales

FLSA Status: Non-Exempt

The Company

Texas AirSystems is the largest independent HVAC Equipment and Solutions provider in Texas. Our company has grown to five offices and over 600 employees throughout Texas, with headquarters in Irving, next to DFW airport. We are proud members of ASA, ASHRAE, BOMA, CEF, TEXO & USGBC. We represent over 60 manufacturers, offering innovative systems with flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value?added solutions to their complex problems.

Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in North America. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, the BEST company for our employees, and the BEST investment for our current and future shareholders.

The Opportunity

We are seeking an experienced Executive Assistant to join our team. The Executive Assistant will provide administrative support to Texas AirSystems Leadership Team. This individual must possess a high level of integrity, discretion, and professionalism as they will have access to sensitive, confidential information. Along with other administrative staff, they will contribute to the overall success of the Texas AirSystems Executive Team and promote a cohesive, collaborative environment.

Responsibilities

* Adequately represent Texas AirSystems leadership team internally and externally.

* Capture accurate, detailed minutes for executive meetings.

* Coordinate travel arrangements, create itineraries and agendas, and manage logistics including lodging, meal reservations, flights, and transportation.

* Provide in-depth calendar management to the Leadership Team, particularly the EVP and two VP's, to maximize productivity and use of time.

* Maintain and track sporting event season tickets, distribute as required.

* Arrange offsite meetings including breakfasts, lunches, dinners, and happy hours.

* Design and produce documents, reports, and correspondence on behalf of executives.

* Gather information pertinent to meetings and prepare PowerPoint presentations.

* Serve as the liaison between the Leadership Team, internal employees, clients, customers, manufacturers, and vendors as required.

* Become an active member of internal employee councils driving proactive engagement with leaders.

* Coordinate Manufacturer Partner visits and proactive management of their "dance card"

* Run sales performance reports when required.

* Review, code and process expense reports for the Dallas Sales Team.

* Manage and compile expense reports and invoices as needed.

* Plan and coordinate company events and annual meetings.

* In some cases, travel with leadership team to meetings and/or events.

* Ensure the smooth flow of the office on a day-to-day basis by liaising with staff, suppliers, visitors, and clients.

* When required, order and replenish office supplies and ensure an organized, tidy working environment.

* Assist in coverage of Receptionist when needed.

* Other projects/responsibilities as assigned.

Qualifications

* Bachelor's degree in business, or a related degree.

* 7 + years' professional experience in supporting multiple Executives.

* Advanced knowledge of Microsoft Office Suite, Apple, and other Microsoft products.

* Excellent communication and interpersonal skills.

* Detail orientation and time management skills.

* Strategic thinking and problem-solving skills.

* Ability to work collaboratively with Texas AirSystems Executive Leadership and other administrative staff.

* CERTIFIED ADMINISTRATIVE PROFESSIONAL OR SIMILAR CERTIFICATIONS.

Other Skills/Abilities

Language SkillsAbility to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Bi-lingual preferred.Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs. Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Ability to anticipate the needs of the executives and take the initiative while maintaining confidentiality with sensitive information.

Environmental Requirements

Will be required to work in an office environment and possibly, occasionally in the field.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Texas AirSystems is an Equal Opportunity Employer

Responsibilities - Adequately represent Texas AirSystems leadership team internally and externally. - Capture accurate, detailed minutes for executive meetings. - Coordinate travel arrangements, create itineraries and agendas, and manage logistics including lodging, meal reservations, flights, and transportation. - Provide in-depth calendar management to the Leadership Team, particularly the EVP and two VP's, to maximize productivity and use of time. - Maintain and track sporting event season tickets, distribute as required. - Arrange offsite meetings including breakfasts, lunches, dinners, and happy hours. - Design and produce documents, reports, and correspondence on behalf of executives. - Gather information pertinent to meetings and prepare PowerPoint presentations. - Serve as the liaison between the Leadership Team, internal employees, clients, customers, manufacturers, and vendors as required. - Become an active member of internal employee councils driving proactive engagement with leaders. - Coordinate Manufacturer Partner visits and proactive management of their "dance card" - Run sales performance reports when required. - Review, code and process expense reports for the Dallas Sales Team. - Manage and compile expense reports and invoices as needed. - Plan and coordinate company events and annual meetings. - In some cases, travel with leadership team to meetings and/or events. - Ensure the smooth flow of the office on a day-to-day basis by liaising with staff, suppliers, visitors, and clients. - When required, order and replenish office supplies and ensure an organized, tidy working environment. - Assist in coverage of Receptionist when needed. - Other projects/responsibilities as assigned.