Department Executive Assistant

$85,000 - $95,000/Yr

Creditserve - Pflugerville, TX

Full-time - Mid Level

Hybrid - Pflugerville, TX

Professional, Scientific, and Technical Services

About the position

The Department Executive Assistant will provide high-level administrative support to the Office of the Chief Strategy Officer (CSO) and other executive leaders at CreditServe. This role is crucial for managing departmental activities, coordinating schedules, and facilitating communication across the executive leadership team. The ideal candidate will have extensive experience in executive support, demonstrating the ability to multitask effectively in a fast-paced environment.

Responsibilities

• Provide comprehensive administrative assistance to the CSO, CTO, and CCO.
• Serve as the first point of contact for internal and external stakeholders, ensuring professional and timely communication.
• Manage and coordinate vacation schedules across the executive team, ensuring proper backup coverage during absences.
• Maintain detailed backup schedules for executives and their teams during planned absences.
• Manage and maintain email communications on behalf of executives, responding to inquiries and prioritizing urgent matters.
• Manage external vendors, coordinate meetings, contracts, and renewal schedules.
• Track departmental spending, ensuring budget adherence, and maintaining detailed spending reports.
• Draft and edit executive communications, reports, and presentations for both internal and external audiences.
• Prepare briefing materials, summaries, and key notes for executive team meetings and external engagements.
• Consolidate updates and reports from various teams for executive-level reporting.
• Collaborate with HR to oversee and manage the onboarding process for new Department hires.
• Plan, organize, and manage department-level meetings, executive off-sites, and events.
• Handle confidential documents and records, ensuring they are securely managed and easily accessible.
• Oversee office operations, including supply management and vendor coordination.

Requirements

• Minimum of 10 years of experience in an Executive Assistant role, preferably supporting C-level executives.
• Demonstrated experience managing complex calendars, executive travel arrangements, and meeting logistics.
• Experience managing vendor relationships, department invoicing, and budget tracking.
• Strong ability to draft and edit executive communications, reports, and presentations.
• Excellent organizational skills with the ability to manage multiple priorities and meet tight deadlines.
• High degree of professionalism, discretion, and confidentiality when handling sensitive information.
• Proficiency in Microsoft Office Suite and project management tools.
• Strong project management understanding and experience coordinating executive-level initiatives.

Nice-to-haves

• Bachelor's degree in Business Administration, Communications, or a related field.
• Experience in technology, data, or innovation-driven industries.
• Experience with project management tools and methodologies including Jira or similar software.
• Familiarity with HR processes, onboarding, and team growth support.

Benefits

• 401(k) 4% Match
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Vision Insurance