Executive Assistant

MDMARTIN LLC; Dallas (TX); On-site; USD 26,000 - 34,000; Full time

Job summary

MDMartin LLC in Dallas, TX is seeking an organized Executive Assistant to provide direct support to the COO and Sales Manager. You will manage calendars, schedule meetings, and coordinate communications across operations and sales.

The role requires proactive ownership, ability to juggle multiple priorities, follow-through on action items, and professional interaction with customers, vendors, and internal teams. Experience with Microsoft Office is essential; confidentiality is required.

Qualifications

• 3+ years of experience in executive support roles.
• Strong organizational and time-management skills.
• Excellent written and verbal communication.
• Ability to manage competing priorities from multiple managers.
• Experience working with a sales organization is a plus.

Responsibilities

• Provide direct administrative support to the COO and Sales Manager.
• Manage calendars, meetings, appointments, reminders, and scheduling.
• Coordinate meetings, prepare agendas, reports and materials.
• Track projects, deadlines, commitments, and action items.
• Follow up with departments, customers, vendors and partners as needed.
• Draft professional emails and business documents.
• Maintain confidential information with discretion.
• Organize management files, records and reports.

Skills

Organizational skills

Time management

Communication

Prioritization

Independent work

Tools

Microsoft Office

Job description

Job Details: Job Location: MDMartin Corporate - DALLAS, TX 75234, Position Type: Full Time, Salary Range: $22.00 Hourly, Job Shift: Day, Executive Assistant
Location: Carrollton, TX

We are seeking a highly organized, proactive, and dependable Executive Assistant to provide direct support to our Chief Operating Officer (COO) and Sales Manager.

Position Summary

The Executive Assistant will help the COO and Sales Manager stay organized, manage priorities, coordinate communication, track projects and commitments, and ensure important items are followed through to completion.

This position requires someone who is comfortable working across both the operations and sales sides of the business. The successful candidate will be able to manage multiple priorities, communicate with different departments, organize information, and proactively follow up on outstanding items.

We are looking for someone who doesn't simply wait for the next assignment. The right person will learn how our leadership team operates, anticipate what is needed, and take ownership of getting things done.

Key Responsibilities

• Provide direct administrative support to the COO and Sales Manager.
• Manage calendars, meetings, appointments, reminders, and scheduling.
• Help organize and prioritize daily and weekly leadership responsibilities.
• Track projects, deadlines, commitments, and outstanding action items.
• Follow up with department managers, sales representatives, employees, customers, vendors, and outside partners as needed.
• Coordinate meetings and prepare agendas, reports, documents, and supporting materials.
• Take meeting notes when needed and maintain clear action-item lists.
• Follow up after meetings to ensure assigned tasks and commitments are completed.
• Assist the Sales Manager with organizing sales meetings, reports, customer information, and sales-related projects.
• Help coordinate communication between the Sales Manager, sales team, production, and other departments.
• Assist with gathering and organizing sales information and reports for management review.
• Help track customer requests, special projects, and other items requiring management attention.
• Assist the COO with operational projects, vendor communication, research, documentation, and follow-up.
• Coordinate communication between the COO and department managers.
• Prepare professional emails, correspondence, spreadsheets, presentations, and other business documents.
• Organize and maintain management files, reports, records, and documentation.
• Research vendors, products, services, or other information requested by management.
• Coordinate company meetings, events, travel, reservations, and other arrangements as needed.
• Help identify administrative processes that could be better organized or streamlined.
• Maintain confidentiality regarding company, customer, financial, and management information.
• Assist with special projects and other responsibilities as assigned by the COO and Sales Manager.

Qualifications:

• 3+ years of experience as an Executive Assistant, Administrative Coordinator, Sales Coordinator, Office Manager, or similar role preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and follow-through.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities from multiple managers.
• Ability to work independently and take ownership of assignments.
• Strong problem-solving and research skills.
• Professional and confident communicating with customers, vendors, managers, sales representatives, and employees.
• Strong Microsoft Office skills, particularly Outlook, Word, Excel, and PowerPoint.
• Comfortable learning new software and business systems.
• Experience supporting a sales organization is a plus.
• Experience in manufacturing, decorated apparel, promotional products, screen printing, embroidery, or a production environment is a plus.
• Ability to handle confidential information with professionalism and discretion.