Executive Assistant to Senior Leaders | Travel & Events Pro

First Rate; Arlington (TX); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) match

Profit sharing opportunities

Paid parental leave

Choice PTO

Life and disability insurance

Retreats and long-service sabbaticals

Job summary

First Rate in Arlington, TX seeks an experienced Executive Assistant to optimize senior leaders’ time by managing complex calendars and travel, preparing communications, and coordinating meetings with internal and external stakeholders.

You will handle confidential information with discretion in a fast-paced environment, plan events and retreats, and support cross-functional teams to ensure timely, accurate reporting and superior client service.

Qualifications

• 5+ years of administrative or executive assistant experience, preferably supporting senior leadership.
• Advanced level proficiency in Microsoft Suites (Outlook, Word, Excel and PowerPoint).
• Experience in corporate environments and managing multi-stakeholder coordination.
• Prior experience with expense management, travel planning, and calendar coordination.
• Excellent verbal and written communication skills
• Strong attention to detail and accuracy in managing calendars, documents, and reports.
• Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
• Ability to multi-task in a fast-paced environment.
• Event or meeting planning experience is a plus (retreats, client events, cross-departmental meetings).
• Experience coordinating travel and entertainment for executives or clients.

Responsibilities

• Provide high-level administrative and clerical support to the Manager.
• Make travel arrangements: visa, airfare, transportation, hotel, meals and entertainment with clients and others.
• Maintain Manager’s calendar.
• Process Manager’s expense reports.
• Reconcile Manager’s personal credit card statements with expenses submitted.
• Prepare and organize internal and external communications, including emails, reports, presentations, and other correspondence.
• Serve as the primary point of contact between executives and internal/external stakeholders.
• Answer phones and relay messages.
• Archive correspondence in approved software and other locations as requested.
• Document processes
• Coordinate logistics for meetings (invites, room and equipment reservations, refreshments), including preparing agendas, taking minutes, and following up on action items.
• Plan retreats both local and out of state.
• Plan meetings both on-site and off-site.
• Coordinate client (and others) visits to Arlington site (travel, lodging, meals, meetings, entertainment)
• Coordinate gifts for clients and department team members

Skills

MS Office proficiency

Calendar management

Executive support

Travel planning

Stakeholder coordination

Communication skills

Attention to detail

Multi-tasking

Event planning

Expense management

Tools

Outlook

Excel

PowerPoint

Word

Job description

First Rate in Arlington, TX seeks an experienced Executive Assistant to optimize senior leaders’ time by managing complex calendars and travel, preparing communications, and coordinating meetings with internal and external stakeholders.

You will handle confidential information with discretion in a fast-paced environment, plan events and retreats, and support cross-functional teams to ensure timely, accurate reporting and superior client service.