Senior Executive Assistant & Project Coordinator

$85,000 - $85,000/Yr

Vorwerk USA - Dallas, TX

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