Find & Apply For Executive Assistant Jobs in Waxahachie, Texas

GENERAL SUMMARY

Provide high-level administrative and executive support to the CEO, agency managers, and supervisors, ensuring the smooth, efficient, and professional operation of the organization.

DUTIES & RESPONSIBILITIES

Serve as the first point of contact for the organization, professionally answering, screening, and directing inbound calls, and welcoming visitors and clients with a high standard of customer service Manage general office operations, including copying, faxing, mailing, and other clerical support functions Respond to and appropriately route requests for information and data from internal and external stakeholders Oversee incoming and outgoing correspondence, including opening, sorting, and distributing mail; coordinate daily pickup and drop-off of mail at the post office Prepare and transport bank deposits daily, ensuring accuracy and confidentiality of financial materials Draft, edit, and finalize a variety of correspondence, reports, memos, and other documents on behalf of the CEO and management team Develop meeting agendas and coordinate scheduling for executive and management staff Prepare and reconcile expense and mileage reports for the CEO and management team Coordinate all travel arrangements for the CEO and staff as needed, ensuring cost-effective and efficient planning Maintain office equipment functionality by scheduling preventive maintenance, coordinating repairs, tracking usage (e.g., Xerox readings), and evaluating new equipment or technology solutions Manage office supply inventory, including monitoring stock levels, anticipating needs, placing and expediting orders, and verifying receipt of deliveries Maintain an organized and functional agency supply room Ensure accurate and timely distribution of office supplies and forms in coordination with the clinic manager Provide comprehensive administrative support to the CEO, including calendar management and preparation of materials for professional engagements Assist the CEO in preparing materials, agendas, and logistics for monthly Board of Directors meetings Coordinate and maintain professional appointments and meeting schedules for the CEO and other management staff Handle sensitive and confidential documents and communications with the highest degree of discretion on behalf of the management team Maintain organized, accurate, and accessible hard copy and electronic filing systems and records Perform additional duties as assigned to support organizational needs

EDUCATION & EXPERIENCE

High School Diploma or GED required; Associate's or Bachelor's degree preferred Minimum of two years of recent, relevant experience in an Executive Administrative Assistant role, preferably supporting C-suite or senior leadership

KNOWLEDGE, SKILLS & ABILITIES

Advanced proficiency in Microsoft Office and other relevant business software, with the ability to quickly learn new systems and tools Strong working knowledge of standard office equipment and technology Deep understanding of clerical, administrative, and office management principles and best practices Excellent written and verbal communication skills, with the ability to interact professionally across all levels of an organization Demonstrated ability to plan, organize, and manage multiple priorities in a fast-paced environment Sound judgment in assessing problems, evaluating options, and implementing effective solutions Skilled in gathering, synthesizing, and monitoring information to support informed decision-making Exceptional attention to detail and commitment to accuracy in all work products High degree of flexibility and adaptability, with a strong customer service orientation and collaborative, team-oriented approach Unquestionable discretion and sound judgment in handling confidential and sensitive information

Job Type:

Full-Time Benefits:

401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance

Schedule:

Day shift Monday to

Friday Work Location:

In person, Waxahachie, TX