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Executive Assistant

  • Location: Flower Mound, TX
  • Job Type: Right to Hire
  • Ref No: 20-03263
  • Date: July 31, 2020
  • Job title:

Colby Charles

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Job Description - Executive Assistant

EXECUTIVE ASSISTANT

Grapevine/Flowermound Area




ICS is immediately hiring an Executive Assistant who will report directly to the CEO and provide ongoing administrative support for the C-Suite. The Executive Assistant will keep official corporation records and execute administrative policies determined by or in conjunction with other officials by performing the following duties.



What You’ll Do:

  • Provides administrative support to CEO
  • Manages supervisor’s calendar and independently schedules appointments.
  • Screens incoming calls and correspondence and responds independently when possible
  • Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
  • Manages corporate credit card expenditure and payment process, reconciling expenses with supporting documents.
  • Manages expense reimbursement process for CEO and other assigned executives.
  • Arranges complex and detailed international travel plans and itineraries, compiles documents for travel-related meetings, and accompanies supervisor when requested.
  • Composes and prepares confidential correspondence, reports, and other complex documents.
  • Creates and maintains database and spreadsheet files.
  • Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
  • Monitors and directs recording of company stock issues and transfers.
  • Serves as custodian of corporate documents and records.
  • Directs preparation and filing of corporate legal documents with government agencies to conform with statutes. Screens legal documents before submission to maintain accuracy and correct any errors.

Skills/Experience You’ll Need:

  • High School diploma and Professional Certification or Associates Degree preferred
  • 5+ years of experience in an Executive Assistant or Executive Support type role
  • Demonstrated experience in handling confidential information effectively.
  • Experience with:
       
    • Database software;
    •  
    • Order processing systems;
    •  
    • Microsoft Office (Excel, PowerPoint, WordPerfect, etc.)
  • Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
  • Ability to write reports, business correspondence, and procedure manuals.
  • Ability to effectively present information and respond to questions from internal and external customers, in a concise and professional manner.
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 




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