Vorwerk USA - Dallas, TX

posted 17 days ago

Full-time - Mid Level
Dallas, TX
5,001-10,000 employees
Sporting Goods, Hobby, Musical Instrument, Book, and Miscellaneous Retailers

About the position

The Senior Executive Assistant / Project Coordinator is responsible for providing high-level administrative support to the General Manager and Management Team while managing and coordinating various projects across the organization. This role requires a detail-oriented individual with exceptional organizational skills, excellent communication skills, a high level of discretion, and the ability to prioritize and manage multiple tasks.

Responsibilities

  • Provide comprehensive administrative support to the management team, including scheduling meetings, managing calendars, event planning, handling travel arrangements, and managing communications.
  • Prepare a variety of correspondence, reports, spreadsheets, and other documents ensuring accuracy for proper content, format, grammar, spelling, and punctuation.
  • Act as a liaison between executives and internal/external stakeholders, ensuring clear and efficient communication.
  • Manage confidential and sensitive information with the utmost discretion.
  • Coordinate and prepare for meetings by drafting agendas, compiling necessary materials, and ensuring follow-up on action items.
  • Attend meetings, take minutes, and follow-up as needed.
  • Conduct data compilation and create reports as requested.
  • Coordinate office operations ensuring smooth daily operations.
  • Foster effective communication across departments to support collaboration and project alignment.
  • Assist with developing internal and external communications, including drafting memos, emails, and presentations on behalf of executives.
  • Act as a point of contact for executives during their absence, ensuring critical matters are addressed promptly.
  • Conserve the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.
  • Responsible for all expense report-related activities, such as receipt collection and follow-up, preparation and submission of expense reports.
  • Monitor and prioritize incoming communications, ensuring timely responses and follow-up on critical matters.
  • Coordinate executive team events, meetings, and off-site activities.
  • Perform general office management duties.
  • Drive management team success by supporting various tasks as requested.
  • Assist management team in achieving organizational goals through proactive support and problem-solving.
  • Coordinate and manage cross-functional projects from initiation to completion, ensuring timelines and deliverables are met.
  • Assist in project planning, development of project scopes, timelines, and objectives in collaboration with key stakeholders.
  • Track project progress, resolve any issues or blockers, and provide regular status updates to the management team.
  • Organize and facilitate project-related meetings, including preparation of agendas, minutes, and follow-up on action items.
  • Oversee special projects and assignments from start to completion.
  • Report and escalate issues to management as needed.
  • Facilitate effective communication flow across all project stakeholders.

Requirements

  • Bachelor's degree (Preferred)
  • 3 years of CEO/senior executive support experience (Preferred)
  • 3 years of project management experience (Required)
  • 1 year of experience with Concur Expense (Preferred)
  • 1 year of experience with Concur Travel (Preferred)
  • Ability to commute to Dallas, TX (Required)

Nice-to-haves

  • Experience in event planning
  • Proactive problem-solving skills
  • Ability to handle confidential information

Benefits

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Parental leave
  • Professional development assistance
  • Referral program
  • Retirement plan
  • Vision insurance
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