Executive Administrative Assistant

AppleOne Employment Services; Plano (TX); On-site; USD 75,000 - 90,000; Full time

Job summary

A leading staffing agency is seeking a Senior Executive Administrative Assistant to support the President. This role involves managing complex scheduling, preparing correspondence and meeting materials, and assisting with HR administration and accounting support. Ideal candidates will have 10-15+ years of experience in executive support, strong skills in Microsoft Office, and a proven track record of maintaining confidentiality and efficiency. The position is based in Texas, USA, and offers a chance to significantly impact executive operations.

Qualifications

• 10-15+ years as an Executive Administrative Assistant supporting senior leadership.
• Strong experience in confidentiality and fast-paced environments.
• Ability to listen, clarify, and execute accurately.

Responsibilities

• Manage complex calendar, scheduling, and travel for the President.
• Prepare meeting materials and track action items for Board meetings.
• Support payroll preparation and assist with HR administration.

Skills

Confidentiality

Prioritization

Active listening

Advanced Microsoft Office

Clear written communication

Tools

HRIS/timekeeping systems

Accounting/ERP workflows

Job description

Role Summary

We’re hiring a seasoned Senior Executive Administrative Assistant (10+ years) to partner closely with the President and provide hands‑on support across executive administration, HR administration, accounting coordination, and monthly Board meeting support.

Efficiency and active listening are essential—this role requires strong judgment, accurate execution, and minimal rework.

Key Responsibilities

Executive Support (President)

• Own complex calendar management, scheduling, travel, priorities, and follow‑through
• Prepare correspondence, presentations, meeting materials, and executive summaries
• Track action items and deadlines; ensure commitments are met

Board Support

• Coordinate monthly Board meeting logistics and materials
• Attend meetings; capture clear, accurate minutes
• Distribute minutes promptly; track Board follow‑ups

Accounting Support

• Support workflows: invoices, POs, vendor documentation, expense reports, approvals
• Maintain organized, audit‑ready files and documentation

HR Administration

• Assist with payroll preparation inputs and benefits administration support
• Serve as first point of contact for HR admin needs; elevate appropriately

Office Operations

• Improve processes to eliminate bottlenecks and reduce rework

Required Qualifications

• 10-15+ years as an Executive Administrative Assistant supporting senior leadership
• Strong experience with confidentiality, prioritization, and fast‑paced environments
• Demonstrated ability to listen, clarify, and execute accurately
• Advanced Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Clear written communication (minutes, summaries, professional correspondence)

Preferred

• Experience in manufacturing/operations environment
• Familiarity with HRIS/timekeeping systems and accounting/ERP workflows
• Board minutes experience

What Success Looks Like

• President’s day runs smoothly, priorities stay protected, and follow‑ups close on time
• Minutes are accurate, action items tracked, and admin processes run efficiently

To Apply: Send resume + a brief note on how you improve efficiency and reduce rework.