Role Profile: Executive Assistant
Position Title:
Executive Assistant
Reports To:
Director of Operations
Department:
Catering & Sales Department
Location:
Magdalena’s , 502 Grand Avenue, Fort Worth Texas 76164
Position Summary:
The Executive Assistant provides high-level administrative support to Director of Operations by managing schedules, coordinating meetings, handling correspondence, and performing various tasks to ensure efficient operations and effective communication within the organization.
Key Responsibilities:
- Manage and prioritize the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
- Ensure all scheduling conflicts are resolved and deadlines are met.
- Handle incoming and outgoing communications, including phone calls, emails, and correspondence.
- Draft and proofread documents, reports, and presentations.
- Organize and coordinate meetings, conferences, and events, including arranging logistics, preparing agendas, and taking minutes.
- Follow up on action items and ensure timely completion.
- Arrange complex travel itineraries, including flights, accommodations, and transportation.
- Prepare travel expense reports and ensure all travel-related expenses are accurately documented.
- Assist in special projects and initiatives as needed, including research, data analysis, and report generation.
- Support in Tripleseat and Canto software
- Provide support in project management and ensure project deadlines are met.
- Maintain and organize files, records, and documentation.
- Process invoices and manage budgets for departmental expenses.
- Attend meetings as needed for note tacking purposes.
- Thank you notes / gifts sent to client’s and vendor partners.
- Confidentiality and Discretion:
- Handle sensitive and confidential information with the utmost discretion.
- Maintain confidentiality in all aspects of the role.
- Oversee the smooth operation of the office, including coordinating with vendors, managing supplies, and ensuring a productive work environment.
- Act as a liaison between the executive and internal/external stakeholders.
- Build and maintain relationships with clients, partners, and other key contacts.
Qualifications:
- Experience:
- Proven experience as an executive assistant or in a similar administrative role.
- Experience supporting senior executives and handling complex scheduling and travel arrangements.
- Skills:
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to work independently and handle multiple priorities in a fast-paced environment.
- Excellent problem-solving skills and attention to detail.
- Attributes:
- Professional demeanor with strong interpersonal skills.
- Ability to maintain composure and professionalism under pressure.
- High level of integrity and discretion.
- Team oriented.
Work Environment:
- Hours: Full-time, 9 AM - 5 PM, Monday - Friday
- Travel: Minimal, as required by the role.
- Physical Demands: Primarily office-based with standard office equipment.
