Executive Assistant

Job Description

Job Description

We are looking for a skilled and detail-oriented Executive Assistant to provide comprehensive administrative support. This is a permanent / direct hire opportunity in Dallas, Texas. The ideal candidate will manage payroll, records, travel arrangements, and organizational reporting while ensuring compliance and accuracy across all tasks.

Responsibilities :

• Deliver high-level administrative assistance to the Executive Director, leadership team, and Trustees.
• Process biweekly payroll and maintain employee records, including personnel files and leave documentation.
• Organize and oversee records management, including retention schedules, electronic archives, and offsite storage.
• Coordinate travel, accommodations, and meeting logistics for Board members and staff, ensuring all arrangements run smoothly.
• Create the Annual Comprehensive Financial Report by designing, formatting, and collaborating with relevant staff.
• Monitor and respond to Open Records requests, ensuring timely and accurate completion.
• Review and approve invoices from vendors and benefit carriers for compliance and accuracy.
• Manage company credit cards and business accounts, reconciling transactions and safeguarding financial details.
• Assist in preparing Board meeting materials, agendas, and catering logistics while greeting and supporting attendees.
• Draft correspondence, certified agendas, and Board meeting minutes, ensuring proper documentation and publication.
• Proven ability to handle confidential information with integrity and discretion.
• Exceptional organizational and multitasking skills, with strong attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with QuickBooks.
• Solid project management skills, capable of prioritizing and executing multiple tasks effectively.
• Excellent written communication skills, including grammar, spelling, and detail-oriented correspondence.
• Adaptability to shifting priorities and daily demands in a dynamic work environment.
• Demonstrated experience in administrative management and recordkeeping.
• Associate degree or equivalent education, with at least four years of relevant experience preferred.