Executive Assistant | Fort Worth, TX

Phase2 Technology; Fort Worth (TX); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical/Dental/Vision benefits

401(k) with matching

Tuition Reimbursement

Ongoing training opportunities

Philanthropic opportunities

Job summary

Phase2 Technology in Fort Worth, TX is seeking an Executive Assistant to provide comprehensive administrative support to senior executives. The role involves managing calendars, travel arrangements, and handling confidential information. Candidates must exhibit professionalism, strong communication skills, and extensive experience in administrative roles.

This position offers a rewarding benefits package and opportunities for professional development.

Qualifications

• Ten plus years of related administrative support experience, or equivalent combination of education and experience preferred.
• Three plus years of experience at an Executive Assistant level highly desirable.

Responsibilities

• Maintains information and records of a highly sensitive and confidential nature.
• Acts as a point of contact among executives, direct reports and other external partners.
• Provides effective calendar management by scheduling meetings and conference rooms.
• Plans and books domestic and international travel.
• Supports executives with general clerical needs.

Skills

Microsoft applications proficiency

Verbal and written communication skills

Interpersonal/teamwork skills

Problem solving and analytical skills

Organizational skills

Attention to detail

Education

High School Diploma

Bachelor's Degree in a related field

Job description

Description

The Executive Assistant provides a wide range of complex office administration and support to Senior Executive Staff, which could include CEO, COO, CFO and Presidents, in order to maximize the productivity of the executive staff and ensure smooth and efficient executive office operations.

This position maintains the highest standard of professionalism, confidentiality, accuracy and timeliness. The Executive Assistant acts as Gatekeeper for the Executive Staff, managing calendars, travel schedules and handling lower priority tasks for them whenever possible, in addition to a wide variety of other duties.

Headquartered in Fort Worth, TX, TTI, Inc. is the world's leading authorized distributor of passive, connector, electromechanical and discrete components. Celebrating more than 50 years, this Berkshire Hathaway company is ever-growing and has over 100 locations in North America, Europe, and Asia.

Responsibilities

• Maintains information and records of a highly sensitive and confidential nature.
• Acts as point of contact among executives, direct reports and other external partners. Represents the executives to others, by building and maintaining relationships with internal and external contacts.
• Provides effective telephone support for Executives; assisting caller if possible or routing call if needed; and by producing detailed, error free messages.
• Provides effective communications support for executive staff by creating and distributing correspondence as requested.
• Provides effective mail support for executives by opening and screening all mail, eliminating junk mail, routing or responding to mail if possible and by sorting and elevating mail based on urgency. Position also processes outgoing mail in the most efficient, cost effective manner.
• Provides effective calendar management by scheduling meetings and conference rooms and maintaining calendars to ensure conflicts are minimized and meetings are prioritized. Provides clear and timely communication to all parties related to above to maximize executive's productivity. Ensures meeting room is prepped and equipment ready. Plan and order catering when appropriate.
• Supports executives with general clerical needs including, but not limited to, establishing and maintaining files, copying, faxing, routing and distributing information.
• Attends management meetings, prepares agendas and provides attendee notes, following up on action items.
• Plans and books domestic and international travel based on meeting agendas and business needs. Coordinates with internal and external partners to ensure a smooth and uneventful travel experience for the executive.
• Assists with project management by following up on projects and tasks assigned to senior staff and management.
• Provide reporting and financial analysis as requested by executive staff. Compile and distribute scheduled and ad-hoc reports. Prepare presentations, charts, graphics, etc., as needed.
• Ensures accurate billing from local hotels by reviewing and approving all invoices.
• Act as corporate liaison with local hotels to make site visits and negotiate corporate rates to increase our offering to business travelers.
• Acts as office manager by ensuring adequate stocking of office supplies for executive staff by reviewing inventory in stock, reviewing needs and by coordinating the placement of orders. Makes changes to requirements as deemed appropriate. Requests action as necessary from IS and Facilities Departments to improve/replace/correct issues.
• Plan and coordinate executive events to take place outside of the work place. Chooses venue and details, negotiates pricing, signs contracts and acts as corporate contact and onsite host. Responsible for creating and adhering to budget when applicable.
• Involved in interviewing, hiring, training and supervising additional administrative staff in the executive office. Acts in a mentor role, providing training to ensure a possible succession plan, if needed. Develop and sustain a level of professionalism among administrative staff.
• Tracks and manages time off request for executives and direct reports by coordinating the request for time off and by maintaining an accurate record of time taken.
• Ensures corporate organization charts are updated on a regular basis by reviewing and coordinating with department Administrative Assistants to ensure charts accurately reflect current organizational structure.
• Responsibilities often require activities outside of office and regular working hours.

Education and Experience Requirements

• High School Diploma required.
• Bachelors Degree in a related field and ten plus years of related administrative support experience; or equivalent combination of education and experience preferred.
• Three plus years of experience at an Executive Assistant level highly desirable.

What we look for

• Possesses highly professional demeanor with the ability to maintain strict confidentiality.
• Demonstrated proficiency in all Microsoft applications (i.e. Word, Excel, PowerPoint, Access, and Outlook).
• Effective verbal and written communication skills with an excellent understanding of English grammar and composition.
• Demonstrates excellent telephone etiquette.
• Exhibits strong interpersonal/teamwork skills in order to develop effective relationships with individuals and groups inside and outside the TTI organization.
• Possesses good working knowledge of financial and accounting principles.
• Strong problem solving and analytical skills.
• Strong organizational skills.
• Strong attention to detail skills.
• Ability to prioritize and multi-task.
• Ability to work independently with minimal supervision.
• Demonstrates sound business judgment.

What we offer our team members

• A great benefits package that includes (but is not limited to) Medical/ Dental/ Vision, 401(k)/Roth plan with matching, Healthcare Savings Accounts.
• Educational Assistance (Tuition Reimbursement).
• Ongoing training throughout your employment with opportunities to participate in professional and personal development programs.
• A strong focus on giving back to our communities through philanthropic opportunities.

We are an Equal Opportunity Employer, and we support protected veterans and individuals with disabilities through our affirmative action program.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities 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.