Executive Assistant to Dual VPs - Strategy & Coordination

Hollman,-In; Irving (TX); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

401(k) plan with matching

Dental and vision insurance

Job summary

Hollman, Inc. is seeking an experienced executive assistant to provide dedicated support to two vice presidents in a fast-paced environment in Irving, TX.

You will manage calendars, prepare for decisions, coordinate travel, and handle confidential information with discretion. Responsibilities span Sales/BD and R&D support, requiring cross-functional coordination and timely follow-up on actions and deadlines.

Qualifications

• High school diploma or equivalent and at least three years of progressively responsible administrative support experience.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams; ability to learn company reporting and document management systems.
• Demonstrated ability to support multiple leaders, manage changing priorities, maintain accurate records, and follow through without repeated reminders.
• Clear written and verbal communication, sound judgment, discretion, and professional customer and vendor interactions.
• Preferred: experience supporting sales, product development, engineering, or manufacturing teams; associate or bachelor’s degree in a related field.

Responsibilities

• Manage both executives' calendars, appointments, meeting preparation, and scheduling conflicts; protect time for priority work.
• Prepare agendas, assemble meeting materials, record decisions and action items, and follow up with assigned owners on due dates.
• Draft and proofread correspondence, presentations, reports, and other materials for executive review; verify accuracy and maintain organized files.
• Coordinate business travel, itineraries, customer or vendor visits, and expense documentation in accordance with company policies.
• Serve as a professional point of contact for internal teams and external contacts; route requests and elevate urgent issues promptly.
• Protect confidential customer, pricing, financial, personnel, and product development information; share information only with authorized recipients.
• Coordinate sales leadership meetings, customer and prospect meetings, business development activities, and related follow-up.
• Prepare customer presentation materials and coordinate proposal inputs, samples, and meeting logistics with Sales, Marketing, and other departments.
• Track commitments and route questions about pricing, production capacity, and delivery dates to the responsible leaders before communicating approved information.
• Coordinate product development meetings, design reviews, prototype demonstrations, and vendor discussions; distribute approved materials and track follow-up.
• Maintain project calendars, milestone trackers, decision records, and current versions of documents supplied by project owners.
• Collect status updates from R&D, Engineering, Purchasing, Manufacturing, and other partners; flag overdue actions, missing inputs, and schedule conflicts.
• Coordinate sample and prototype logistics and support handoffs of approved product information to Sales and Marketing; protect unreleased designs and proprietary information.

Skills

Calendar management

Executive support

Microsoft Office

Communication

Discretion

Education

High school diploma or equivalent

Associate or bachelor’s degree (preferred)

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

Hollman, Inc. is seeking an experienced executive assistant to provide dedicated support to two vice presidents in a fast-paced environment in Irving, TX.

You will manage calendars, prepare for decisions, coordinate travel, and handle confidential information with discretion. Responsibilities span Sales/BD and R&D support, requiring cross-functional coordination and timely follow-up on actions and deadlines.