Executive Administrative Assistant

Wheeler Staffing Partners; Dallas (TX); On-site; USD 41,000 - 50,000; Full time

Job summary

Wheeler Staffing Partners is seeking an experienced Executive Administrative Assistant for a contract opportunity in Dallas, TX. The role provides high-level support to C-suite executives, including Presidents and Senior VPs, in a fast-paced environment.

The ideal candidate has 5–8 years of executive administrative experience, strong calendar management, travel planning, and proficiency in MS Office and Concur.

Qualifications

• High school diploma or equivalent.
• 5–8 years of experience supporting executive-level leadership.
• Demonstrated experience with heavy and complex calendar management.
• Experience coordinating executive travel, meetings, and expense reporting.
• Strong proficiency with Microsoft Office Suite and Concur.

Responsibilities

• Provide comprehensive administrative support to C-suite executives and senior leaders.
• Manage complex executive calendars, appointments, meetings, and priorities.
• Coordinate detailed domestic and/or international travel arrangements.
• Exercise sound judgment and independent decision-making for schedules and priorities.
• Prepare reports, presentations, and executive-level materials.

Skills

Calendar management

Executive support

Travel planning

Communication

Discretion

Problem solving

Education

High school diploma or equivalent

Tools

Concur

Microsoft Office

Microsoft Teams

Job description

Executive Administrative Assistant Location: Dallas, TX Employment Type: Contract Pay Rate: $30.00–$36.00/hour Work Arrangement: Primarily Onsite | Limited Work-from-Home Flexibility May Be Available After 30 Days Schedule Flexibility: Remote opportunities are dependent on executive schedules, administrative onsite coverage, performance, and manager discretion.

Position Overview Wheeler Staffing Partners is seeking an experienced Executive Administrative Assistant for a contract opportunity in Dallas, TX. This position provides high-level administrative support to C-suite executives and senior leadership, including Presidents, Senior Vice Presidents, Vice Presidents, and their direct reports. This is a highly visible role requiring exceptional organization, judgment, discretion, and the ability to anticipate executive needs in a fast-paced environment. The Executive Administrative Assistant will manage complex calendars and travel, coordinate meetings, prepare expense reports, support departmental operations, and serve as a key point of contact for internal and external stakeholders. The ideal candidate brings 5–8 years of executive administrative experience, including experience supporting C-suite or executive-level leaders, and is proactive, forward-thinking, detail-oriented, and comfortable taking initiative with minimal direction.

Key Responsibilities

• Provide comprehensive administrative support to C-suite executives, senior leaders, and their teams.
• Manage complex and frequently changing executive calendars, appointments, meetings, and priorities.
• Coordinate detailed domestic and/or business travel arrangements and proactively address scheduling conflicts or changes.
• Exercise sound judgment and independent decision-making when managing executive schedules and competing priorities.
• Anticipate executive needs, identify potential scheduling or administrative issues, and proactively develop solutions.
• Manage incoming calls, requests, and communications and determine appropriate routing, prioritization, and resolution.
• Complete recurring daily, weekly, and monthly administrative tasks accurately and on time.
• Prepare reports, internal control documentation, presentations, correspondence, and other executive-level materials.
• Coordinate meetings, including scheduling, conference room reservations, agendas, documents, presentations, catering, and other logistics.
• Provide basic technical assistance with conference room equipment, virtual meetings, and Microsoft Teams as needed.
• Coordinate executive travel and prepare and process expense reports using Concur.
• Review travel and expense documentation for accuracy and resolve issues before submitting for executive approval.
• Support departmental budget administration, reporting, files, vendors, supplies, and equipment.
• Coordinate onboarding and offboarding activities for employees within supported departments.
• Submit IT requests for equipment, software, phones, and other technology needs for new employees.
• Coordinate workspace assignments, training logistics, new-hire schedules, meetings, conference rooms, and related onboarding activities.
• Serve as a professional point of contact and representative for supported executives with employees, leadership, vendors, and external stakeholders.
• Proactively identify and resolve administrative issues before they escalated.
• Handle sensitive, proprietary, and confidential information with the highest level of professionalism and discretion.
• Collaborate closely with other administrative professionals to maintain appropriate onsite coverage and support broader organizational needs.
• Take ownership of new projects and administrative responsibilities as business needs evolve.

Required Qualifications

• High school diploma or equivalent required.
• 5–8 years of experience supporting executive-level leadership.
• Demonstrated experience with heavy and complex calendar management.
• Experience coordinating executive travel, meetings, and expense reporting.
• Strong proficiency with Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Experience with Concur for travel and/or expense management.
• Strong organizational, prioritization, and multitasking skills.
• Ability to anticipate needs, take initiative, and work proactively with limited direction.
• Ability to manage shifting priorities, ambiguity, and frequent changes in a fast-paced environment.
• Strong interpersonal, communication, and conflict-management skills.
• Exceptional attention to detail and follow-through.
• Ability to maintain strict confidentiality and exercise sound professional judgment.
• Ability to interact effectively and professionally with employees and leadership at all levels.
• Collaborative approach and ability to work effectively within an administrative team.
• Flexibility and willingness to take on new projects and responsibilities.
• Must be willing and able to work primarily onsite in Dallas, TX.

Preferred Qualifications

• 3–5 years of experience directly supporting C-suite executives.
• Previous experience supporting multiple senior executive simultaneously.
• Experience managing complex executive calendars with frequent changes and competing priorities.
• Experience working in a high-volume corporate or professional office environment.

Work Environment

This position is primarily performed in an in-office environment in Dallas, TX and requires regular computer and telephone use. The successful candidate must be comfortable working closely with executive leadership and adapting quickly to changing business priorities. After approximately 30 days and once fully established in the role, limited work-from-home flexibility may be available at the manager's discretion. Remote flexibility will depend on supported leaders' schedules, business needs, and adequate administrative onsite coverage.

Why Work with Wheeler Staffing Partners?

At Wheeler Staffing Partners, we connect talented professionals with opportunities where their skills and experience can make an immediate impact. Our team provides personalized support, transparent communication, and a streamlined hiring experience from initial conversation through onboarding.