Executive Assistant

Reddy Ice; Dallas (TX); On-site; USD 60,000 - 82,000; Full time

Job summary

Reddy Ice Corporation seeks a detail-oriented Project Coordinator to support the operations team. The role requires handling multiple priorities, heavy administrative and project management activity, and maintaining strict confidentiality.

The position involves end-to-end project management, budget monitoring, executive reporting, and coordinating scheduling and communications with customers and vendors, while applying lean principles for continuous improvement.

Qualifications

• Minimum three years in an executive support or project coordination role.
• PMP or CAPM certification preferred but not required.
• Excellent verbal and written communication.
• Ability to handle multiple tasks with tight deadlines.
• Maintain the highest level of confidentiality.
• Expertise in MS Office (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Manage end-to-end projects with timelines, report-outs, and updates.
• Prepare, monitor, and analyze project budgets and variance reports.
• Coordinate executive scheduling and meetings; organize travel arrangements.
• Prepare materials and reports for executive review; liaise with customers and vendors.
• Assist with risk assessments and mitigation recommendations.
• Support administrative duties for the executive’s area of responsibility.

Skills

Communication skills

Interpersonal skills

Multitasking

Attention to detail

Confidentiality

Executive liaison

Scheduling

Education

Executive support experience

PMP

CAPM

Tools

MS Office Suite

Job description

Provide project support to the operations team. This role requires the ability to effectively manage multiple priorities, heavy administrative and project management volume, and general financial reconciliations and data analysis.

This role also provides vital administrative services for our senior Operations leadership.

The scope and complexity of this position is such that the Project Coordinator is regularly dealing with diverse matters which require the highest level of confidentiality.

Demonstrates our “True North” attributes: voice of the customer, respect for the individual, no nonsense communication and utilization of facts, servant leadership and has a continuous improvement mindset in every facet of leadership and daily interaction. Leads, collaborates and demonstrates the lean principles and utilizes the lean methodologies and tools to facilitate continuous process improvements and value creation for our customers, employees and shareholders. Actively utilizes lean tools (VSM, Kaizen, A3, etc.) to inform and assess business opportunities to drive continuous improvement. Lead and participate in Kaizen and value stream mapping activities.

DUTIES & RESPONSIBILITIES

Manages end-to-end projects with report-out responsibilities, project timelines, and overall updates. Outlines tasks involved in projects and coordinates report-outs accordingly. Follows up with project team members on deliverables. Prepares, implements, and monitors the project budget and creates actual versus budget/performance reports. Creates project update reports for executive level review. Assists with risk assessments; reports identified risks to Management; provides recommendations for risk mitigation (including project termination if appropriate). Acts as a liaision between the company, customers, and vendors during project management and while gathering project data/information. Analyzes and organizes information into actionable data. Manages Executive scheduling/meeting priorities

• Anticipates and prepares daily schedule of meetings and priorities. Schedules appointments without prior clearance.
• Initiates, establishes and communicates department meetings on behalf of the executive. Prepares agenda and location. Ensures meetings progress according to schedule. Follows up on meeting action items.
• Organizes, prioritizes and summarizes the content of incoming materials, specially gathered information, special requests and meetings.
• Anticipates, prepares and compiles materials for conferences and meetings on own initiative.

Responsible for initiating, preparing, coordinating and following-up on administrative duties associated with executive’s area of responsibility. May have functional responsibilities that include:

• Anticipates, revises and sends correspondence, as needed.
• Prepares special or one-time reports, summarizes or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence or other departments.
• Creates, maintains, updates and reconciles spreadsheets to support reporting and analysis for executive management
• In executive's absence, coordinates the timely communication of requests, issues, complaints, problems, and other action items to the appropriate manager.
• Initiates requisitioning of supplies, printing, maintenance or other services, as needed.
• Establishes, maintains and revises office filing and other record-keeping systems.
• Schedules and coordinates complex travel arrangements, including creation and submission of expense reports.

Organizes and prepares travel and Board logistics as needed.

• Make and assume other duties and responsibilities required or assigned by management.
• Adhering to the Code of Business Ethics is essential. We value honesty and integrity above all else and we expect our employees to be committed to the highest ethical standards.

Maintain high safety standards. Safety is personal for us all.

CONTACTS

Internal: This role interacts with all corporate and field departments, including IT, Finance and Accounting, Sales, Operations, Administration, and Executive Committee members

External: Vendors, customers, and other third party partners

EDUCATION & EXPERIENCE

• Must have a minimum of three years of experience in an executive support role preferably supporting a C level executive or as a project coordinator.
• PMP,, CAPM, or comparable project management certification preferred but not required

SKILLS & ABILITIES

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Demonstrated ability to handle multiple tasks simultaneously. Must have the ability to meet critical deadlines, with a keen attention to detail.
• Must possess the ability to plan, organize, develop, implement and interpret functional area programs, goals, policies and procedures.
• Must be able to maintain the highest level of confidentiality and have the ability to handle sensitive material concerning the organization and the executive's role.
• Expert MS Office Word, Excel, PowerPoint and Outlook user.
• Must possess exceptional organizational skills ( scheduling, detail-oriented, proactive follow-up, overall project management, heavy multi-tasking).
• Ability to interface with executive-level management and high priority customers and vendors on a daily basis

SUPERVISORY RESPONSIBILITY

This is an individual contributor role with no direct reports.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

No travel required. Typical office environment, generally sedentary position using computers, calculators, phones, and other office equipment. This position works in a fast-paced, rapidly changing work environment. The ability to manage stress, build professional and collaborative relationships, and reason through complex business situations is essential. Overtime may be required