Executive Administrative Assistant | Project Manager

The Potter's House, Inc.; Dallas (TX); On-site; USD 60,000 - 110,000; Full time

Job summary

The Potter's House, Inc. is seeking a highly organized Executive Admin/Project Manager to support the Executive Director of Operations. The ideal candidate will manage administrative tasks and project management duties in a dynamic environment, ensuring smooth operations and successful project completion. This role requires strong organizational skills, attention to detail, and the ability to work with senior leadership. Benefits include 401(k) matching, health insurance, and paid time off.

Benefits

401(k)/401K matching

Dental/Vision insurance

Employee assistance program

Flexible spending account

Health/Life insurance

Paid time off

Tuition reimbursement

Qualifications

• Minimum of 3-5 years of experience in an executive assistant or project management role.
• Proficiency in MS Office Suite and project management software.
• Strong attention to detail and ability to work independently.

Responsibilities

• Manage the Executive Director’s calendar and schedule meetings.
• Assist in planning and monitoring strategic projects.
• Collaborate with various departments to support operational initiatives.

Skills

Organizational skills

Multitasking

Communication

Problem-solving

Education

Bachelor’s degree in business administration or related field

Tools

MS Office Suite

Asana

Job description

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We are seeking a highly organized, proactive, and resourceful Executive Admin/Project Manager to support the Executive Director of Operations in a dynamic and fast-paced environment. The ideal candidate would have a vibrant attitude and work well with a diverse set of departments, with a wide range level of support. They would also excel in managing both administrative and project management duties, ensuring smooth operations, and contributing to the successful completion of key projects. This role requires an individual who is detail-oriented, can manage competing priorities, and is skilled at working with senior leadership.

Key Responsibilities:

• Administrative Support:
• Manage the Executive Director’s calendar, schedule meetings, appointments, and travel arrangements
• Act as the primary point of contact for internal and external communications on behalf of the Executive Director
• Prepare and organize documents, reports, presentations, and meeting agendas
• Maintain files and records, ensuring timely retrieval of information and confidentiality
• Coordinate and prioritize incoming requests and projects
• Project Management:
• Assist in the planning, execution, and monitoring of strategic projects within operations
• Track project progress, timelines, and deliverables to ensure deadlines are met
• Collaborate with internal teams to define project scopes, objectives, and deliverables
• Prepare status reports and updates for the Executive Director and key stakeholders
• Coordinate project meetings, taking detailed minutes and following up on action items
• Extensive experience in Asana is preferred, or a project management system with comparable structure may be acceptable
• Operational Support:
• Assist the Executive Director with operational tasks, including workflow optimization, resource allocation, and process improvement initiatives
• Analyze data and prepare reports on operational performance, trends, and issues
• Help manage and oversee the execution of day-to-day operations and ensure alignment with organizational goals
• Cross-functional Collaboration:
• Work closely with various departments (finance, HR, marketing, etc.) to support project and operational initiatives
• Ensure seamless communication and collaboration between the Executive Director and other team members
• Foster a positive work environment by acting as a liaison between the Executive Director and staff
• Additional Duties:
• Anticipate the needs of the Executive Director and provide proactive solutions
• Handle confidential and sensitive information with discretion
• Other administrative or project-related duties as assigned
  

Qualifications:

• Bachelor’s degree in business administration, Project Management, or a related field (or equivalent experience)
• Minimum of 3-5 years of experience in an executive assistant or project management role
• Strong organizational and multitasking skills, with a keen attention to detail
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and project management software (e.g., Asana, Trello, or Microsoft Project)
• Excellent written and verbal communication skills
• Ability to work independently and take initiative in a fast-paced environment
• Strong problem-solving abilities and adaptability to changing priorities
  
  

Preferred Skills:

• PMP (Project Management Professional) certification or similar project management qualification
• Experience in operations management or a related field
• Familiarity with budget tracking and financial reporting
  
  

Personal Attributes:

• Proactive, self-motivated, and able to anticipate needs and take action
• High level of professionalism and confidentiality
• Strong interpersonal skills and the ability to build relationships with senior leadership and team members
• Vibrant attitude with a strong ability to maintain positive employee moral amongst teams
  
  

Benefits:

• 401(k)/ 401K matching
• Dental/Vision insurance
• Employee assistance program
• Flexible spending account
• Health/Life insurance
• Paid time off
• Tuition reimbursement
  
  

Schedule:

• 8-hour shift
• Days may vary depending on need of Executive
  
  

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship and without presenting a direct threat to the safety to the applicant or others.

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Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Internet Publishing

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