Executive Administrator

Associa; Richardson (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Associa is seeking an Executive Administrator to support the CHRO, CFO, and CLO. You will manage calendars, travel, expenses, meetings, and events while handling sensitive HR, financial, and legal information with discretion.

The ideal candidate is proactive, detail-oriented, and comfortable working with senior leaders and external counsel in a fast-paced environment.

Qualifications

• Proven experience handling confidential information with discretion.
• Excellent written and verbal communication skills.
• Ability to manage multiple high-priority tasks in a fast-paced environment.
• Proactive, service-oriented approach and strong judgment.

Responsibilities

• Maintain complex calendars for CHRO, CFO, and CLO, prioritizing requests.
• Coordinate travel and prepare detailed itineraries, plus expense reports.
• Coordinate meeting logistics and catering; plan team events and offsites.
• Code invoices, route for approval, and manage executive mailings.
• Support legal/document tasks using ProLaw and secure filing strategies.

Skills

Calendar management

Travel coordination

Expense reporting

Document management

Executive support

Communication

Education

High school diploma or equivalent

Associate or bachelor's degree preferred

Tools

Microsoft Office

Concur

ProLaw

Job description

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide.

Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation.

For more than 43 years, Associa has brought positive impact and meaningful value to communities.

To learn more, visit www.associaonline.com.

Job Description

The Executive Administrator provides high-level administrative support to the Chief Human Resources Officer, Chief Financial Officer, and Chief Legal Officer. This role keeps three executive offices running smoothly - managing calendars, travel, expenses, meetings, and events - while handling sensitive HR, financial, and legal information with complete discretion. The ideal candidate is proactive, exceptionally detail-oriented, and comfortable working with senior leaders and external counsel in a fast-paced environment.

Duties & Responsibilities

Executive Support

• Manage complex calendars for the CHRO, CFO, and CLO, including scheduling, prioritizing requests, and resolving conflicts
• Coordinate travel arrangements and prepare detailed itineraries
• Prepare and submit expense reports via Concur
• Coordinate meeting logistics, including room setup, materials, and food/catering orders
• Plan and execute team events, department functions, and offsites

Office & Financial Administration

• Order and maintain office supplies
• Code invoices and route for approval
• Facilitate check requests and mail checks to payees
• Manage incoming and outgoing mail for the executive offices

Legal & Document Support

• Save emails and major documents in ProLaw using established naming conventions
• Handle sensitive and confidential HR, financial, and legal information in accordance with company policies, including correspondence with external counsel
• Support internal communications projects (drafting, proofreading) as time allows

Requirements

• High school diploma or equivalent required; associate or bachelor's degree preferred
• Exceptional attention to detail and strong organizational skills
• Proven ability to handle confidential information with discretion and exercise sound judgment
• Excellent written and verbal communication skills; able to draft polished correspondence
• Proficiency in Microsoft Office; experience with Concur or other travel management system and document management systems (ProLaw a plus)
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Proactive, service-oriented approach with a high degree of professionalism

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.