EXECUTIVE ASSISTANT 3

Daikin Group; Waller (TX); On-site; USD 70,000 - 110,000; Full time

Job summary

Daikin Group is seeking a seasoned Executive Assistant to provide strategic administrative support to top executives in a fast-paced environment. The role involves managing calendars, arranging travel, preparing presentations, and supervising clerical staff while handling sensitive information with discretion.

The ideal candidate offers 8+ years of experience, strong communication skills, and expert proficiency in MS Office.

Qualifications

• 8+ years of executive assistance experience.
• Associate’s degree or Bachelor’s degree required.
• Proficiency in MS Word, Excel, PowerPoint.
• Ability to manage calendars, travel, and meetings.
• Strong communication and interpersonal skills.

Responsibilities

• Manage and maintain executive schedules, travel, and conferences.
• Answer calls, greet visitors, and handle correspondence.
• Prepare reports and presentations; record meeting minutes.
• Supervise clerical staff and train new employees.
• Coordinate budgets and office operations; procure supplies.
• Maintain confidentiality and professional demeanor with executives.

Skills

Strong work ethic

Interpersonal skills

Written and verbal communication

Attention to detail

Ability to learn quickly

Education

Associate’s degree in business / related field

Bachelor’s degree

Tools

MS Word

Excel

PowerPoint

Outlook

Job description

The Executive Assistant will assist top level executives with executive level administrative support such as providing clerical administration, receiving clients and visitors, arranging travel and correspondence, managing executive’s meetings and calendar, developing and preparing presentations and reports, and scheduling meetings. May also be responsible for training and supervising lower-level clerical staff.

Position Responsibilities may include;

Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.

Answer and direct calls to appropriate executives and parties and take messages when needed.

Greet visitors.

Open, sort, and distribute correspondence, including email, faxes, and snail mail.

Read and analyze submissions, letters, agendas, memos and determining significance; forward appropriate personnel in a timely and efficient manner.

Prepare reports, collect and analyze information and prepare presentations.

Develop and utilize historical information.

Record meeting discussions and provide minutes.

Maintain inventory of office supplies and anticipate office supply needs; place orders when necessary.

Ensure operation of office equipment, order maintenance when necessary.

Prificient in Access, MS Word, Excel, Outlook.

Coordinate finances and assist with budget preparation.

Train clerical staff in policies and procedures and arrange for the set-up of new computers for new employees.

Prepare executive responses to routine memos, letters, or correspondence.

Provide clerical and general office support to other offices.

Delegate tasks and responsibilities to other staff members when appropriate.

Interact with customers when appropriate and problem solve any issues they might have.

Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.

Perform additional duties as required.

Nature & Scope:

Applies advanced knowledge of job area typically obtained through advanced education and work experience

Manages projects and processes while working independently and with limited supervision

Coaches and reviews the work of lower-level professionals

Problems faced are difficult and sometimes complex; takes a new perspective on existing solutions

Knowledge & Skills:

Possess a strong work ethic - polished/poised and resourceful.

Strong relationship building and interpersonal skills.

Exceptional written and verbal communication skills.

High proficiency in Word, Excel and PowerPoint required.

Tremendous attention to detail.

Possess the ability to interact professionally with internal and external personnel throughout the Company.

Exhibit an excellent sense of discretion regarding highly sensitive and confidential information.

Possess the ability to learn quickly, work independently and prioritize multiple tasks in a deadline driven environment.

Experience:

8+ years

Education/Certification:

Associate’s degree in business / related field or Bachelor’s degree.

People Management: No

Physical Requirements / Work Environment:

Must be able to perform essential responsibilities with or without reasonable accommodations

Reports To:CEO / CFO

The Company provides equal employment opportunity to all employees and applicants regardless of a person’s race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes about individuals with disabilities.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.