Executive Assistant Job at Hired by Matrix in Plano

At-a-Glance:

Are you ready to build your career by joining an international food and beverage company? If so, our client is hiring an Executive Assistant!



Position Type:

• Contract


• Onsite

Required:

• A minimum of 5 years of executive administrative experience supporting C-suite and/or senior level executives.


• Proven track record of managing multiple and competing priorities.


• Ability to:
  
  
  
  • Manage workload in a fast-paced and high intensity work environment.
  
  
  • Make clear and timely decisions.
  
  
  • Develop a work schedule, set goals, create/implement actions plans and monitor progress.
  
  
  • Anticipate needs and issues and act accordingly in addition to exhibiting good judgment.
  
  
  
  


• Must have:
  
  
  
  • Highly organized, pay close attention to details and proactively follow-up.
  
  
  • Able to flex schedule to meet work demands (ex. early mornings, after hours).
  
  
  • Proficient in Microsoft Office suite (Outlook, Word, Excel).
  
  
  • Advanced PowerPoint skills and be able to independently create high-quality presentations that include charts, graphs, other visuals, etc.
  
  
  • Strong communication, interpersonal, time management, and problem-solving skills.
  
  
  • Display professional maturity and ability to support and interact with all levels of management.
  
  
  
  


• High proficiency using Apple products and systems, including Mac computers, iPad, iPhone, mobile applications, and iOS; proficiency in Adobe Acrobat a must.


• Proficiency with/in:
  
  
  
  • Business technology (e.g. web conferencing, SAP, portals, etc.
  
  
  • The use of office equipment such as computer, voice messaging and digital multi-functional devices (fax/copier/scanner/printer).
  
  
  
  


• International experience (meeting coordination, booking travel, visa applications etc.) an asset.

• Managing the VPs highly detailed calendar as well as scheduling meetings and conference calls (includes staff meetings and meetings with senior management within the system as well as external stakeholders and consultants) both domestically and internationally.


• Coordinating travel arrangements (domestic and international) which includes the preparation of visa travel documents, as required.


• Coordinating meetings and external events.


• Preparing and handling highly confidential and proprietary information.


• Preparing and reconciling the VPs T&E reports in Concur and P-card as appropriate.


• Maintaining content, accuracy and visual organization of files (or informational databases).


• Organizing, maintaining and procuring office supplies.


• Managing, updating and appropriately communicating departmental documents.


• Managing departmental projects as assigned.


• Interfacing appropriately with many internal and external clients and senior executives.


• Preparing PowerPoint presentations.


• Answering general phone inquiries in a professional, courteous and helpful manner and appropriately handling vendor calls and emails.


• Serving as a resource person by contacting or responding to inquiries.


• Greeting visitors to the organization in a professional, welcoming and helpful manner.


• Other responsibilities as assigned.

Get in Touch:

We want to hear from you! If you think you'd be a good match, submit your resume and reach out to Shweta at (862) 895-5570 to learn more.