MMD Services is hiring: Executive Assistant in Addison

The Executive Assistant will play a pivotal role in supporting our client's IT leadership team, with primary responsibilities in office administration, employee onboarding, and executive calendar management. This position requires a proactive and detail-oriented professional who thrives in a dynamic environment and excels in organization, communication, and collaboration.

Key Responsibilities:

1. Office Administrator

• Coordinate team meeting logistics, including booking meeting rooms and setting up necessary equipment.
• Manage and maintain office supplies to ensure smooth day-to-day operations.
• Organize and oversee IT team lunches, town halls, and annual events, ensuring alignment with organizational goals.
• Celebrate festivities and plan team-building activities to promote engagement and camaraderie.
• Provide operational and administrative support to the IT leadership team by handling logistics and administrative tasks.

2. Onboarding Representative

• Oversee the first-day experience for new employees, ensuring a comprehensive and welcoming onboarding process.
• Collaborate with managers to schedule initial meetings (first week) for new hires.
• Conduct structured onboarding check-ins (T+0, T+7, T+30, and T+90) to ensure a smooth integration into the team.
• Collect and present feedback from new hires to identify and implement continuous improvements in the onboarding experience.

3. CIO Calendar Administrator

• Manage and prioritize the CIO’s calendar, ensuring efficient scheduling of high-priority meetings.
• Coordinate and schedule executive meetings, including preparation of agendas and follow-up actions.
• Maintain professionalism and confidentiality in handling executive-level communications.
• Proactively anticipate and resolve scheduling conflicts to optimize the CIO’s time.

4. Collaboration with Leadership

• Hold regular one-on-one meetings with leadership to align on priorities and responsibilities.
• Participate in one-on-one meetings with CIO to provide updates and support calendar-related activities.

Qualifications:

• Proven experience in executive-level administrative roles or related fields.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Proficiency in office software tools (e.g., Microsoft Office Suite, scheduling tools).
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and exercise discretion in sensitive matters.
• Demonstrated ability to take initiative and work independently with minimal supervision.

Preferred Qualifications:

• Experience in employee onboarding processes or HR support.
• Familiarity with calendar management tools (e.g., Microsoft Outlook, Google Calendar).
• Strong problem-solving skills and adaptability in a fast-paced environment.