Executive Assistant

Executive Assistant

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.

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.

Requirements - 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.