Executive Assistant Job at Calculated Hire in Dallas

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Onsite – Coppell, TX (This is fully onsite and not a work from home opportunity)

Shift: Monday - Friday 8:00am - 5:00pm

Pay Rate: $70,000/yr

Contract: 6-month Contract (opportunity of extension or conversion) (W2)

The Role

Our client is seeking an Administrative Services Manager to oversee the daily operations of assigned locations including providing administrative support to its rapidly growing teams. The successful candidate is facilities focused, customer obsessed, a change agent who thrives in a fast-paced environment, has strong relationship building skills, and has effective listening and communication skills.

Responsibilities

• Act as the primary liaison with property management on matters such as badges, keys, HVAC requests, overall security issues and facility maintenance (e.g., plumbing, elevators, pestilence)/hygiene.
• Assist local leadership with hiring, onboarding, and termination tasks, including coordinating interview schedules, setting up workspaces, and issuing/collecting/submission of access badges, parking sticker forms, or special amenities (e.g., gym, micro stores).
• Coordinate facility seating, equipment usage, and supply needs; maintains floor plans and seating charts. Publish updates monthly or as needed.
• Act as a primary liaison to IT, ensuring any new individuals on site are provisioned according to requirements for the role.
• Coordinate all on-site events including but not limited to catering, administration of temporary badges, enforcement of safety protocols (e.g. masks, county/area notifications), conference room reservations, audio visual needs, and coordinating facility access with IT.
• Develop procedures and policies for the delivery of office services such as document processing and retention, mail and messenger, notary services, office equipment, purchasing, and facilities maintenance that meet the needs of the organization and associates on site.
• Evaluate and recommend changes or additions to service offerings and equipment to manage costs and achieve efficiencies.
• Provide administrative assistance to Site Leader and other executives on site or as assigned in the areas of calendar management, expense purchase receipts, and travel reservations (e.g., ensuring executives’ travel information is added to the calendar; proactively managing scheduling conflicts).
• Manage suppliers in partnership with the VMO to ensure the best options for pricing products or services (e.g., supplies, hotels, air travel).
• Act as on-site Safety Coordinator and key site liaison with Risk Management including coordination and communication of safety practices, drills, facilitation of safety classes, fire drills and protocols for natural disasters or other threats (e.g., COVID-19).
• Assist with Business Continuity of Operations and Disaster Recovery responsibilities.
• Process expense reimbursement requests by reviewing and auditing for accuracy.
• Coordinate employee engagement activities (e.g., Culture Engagement Committee, social events, on site and virtual).
• Conduct quarterly badge swipe audits in collaboration with IT- Facilities.
• Maintain inventory records and supplies including office supplies, break room cleaning supplies, refreshments, restroom supplies, basic toiletries, etc.
• Track mail deliveries and notify the appropriate staff.
• Coordinate new hire orientation and on-site training in collaboration with Training Operations, the individual(s)’ supervisors/managers, and the IT Department.
• Support coordination and/or organization of major company events in market and investor luncheons.
• Provide support in assembling presentations and other project-related tasks.
• Facilitate the corporate communication meetings and on-site visits.
• Provide reception and phone support as needed to all internal and external customers and contacts; assist visiting Selene associates, vendors, and investors with needs while on site.
• Support HR/PeopleOps with Payroll Processing and auditing.
• Support Finance with weekly check runs.
• Act as the Executive Admin for assigned leaders.
• Perform other ad hoc tasks and projects related to the care of Selene associates and/or guests visiting the location.

This is not a work from home opportunity. It requires a regular on-site presence.

Qualifications

• Minimum 3 years of experience with facilities management and administration
• 5-7 years experience as an executive assistant, administrative professional
• Customer centric with a focus on creating a “Wow” experience
• Ability to set high personal goals and achieve them while working independently
• Proven track record managing multiple priorities effectively through completion
• Excellent interpersonal skills and effective verbal and written communication skills
• Ability to work cross-functionally with various departments
• Able to prioritize and manage time efficiently
• Precise, attention to detail is critical
• Realistic assessment of requirements and mature ability to engage openly, directly, and respectfully with others when communicating options including negative consequences
• Capable of resolving escalated issues arising from operations and requiring coordination with other departments
• Prior experience with payroll and supporting HR and/or Finance preferred

Seniority Level

Mid-Senior level

Employment Type

Full-time

Job Function

Administrative and Project Management

Industries

Financial Services and Banking