Executive Assistant

Company : ABC Fitness Solutions

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

Job Description

This role is a hybrid position, necessitating the candidate to provide in-person support at our Frisco, TX office location for three days a week, as well as on an as-needed basis.

INTRODUCTION:
The Executive Assistant provides comprehensive support to high-level executives; ensuring smooth operation of day-to-day needs and strategic initiatives in a fast-paced environment. The role requires a highly organized, detail-oriented individual to coordinate complex schedules, organize meetings, handle travel arrangements, along with the ability to handle sensitive information with discretion and confidentiality.
 

WHAT YOU’LL DO:

Comprehensive Executive Support

• Provide executive support in daily matters, including managing complex calendars for both internal and external meetings, resolving scheduling conflicts with relevant stakeholders
• Anticipate executive needs and prioritize on their behalf to optimize their time, and ensuring they stay informed about upcoming commitments and deadlines
• Coordinate communication with internal stakeholders and clients, prioritizing and managing emails and other correspondence
• Collaborate with other Executive Assistants on best practices, knowledge-sharing, creating efficiencies, and provide backup support across EA team, as needed
• Compile and proofread meeting materials, agendas, and letters, along with preparing reports and presentations as needed
• Accompany executive to meetings, when necessary, take accurate meeting notes, and follow up on action items
• Serve as a liaison between executive, team leaders and clients, maintaining discretion and confidentiality
• Research venues and vendors, and arrange events, dinners, and client meetings as requested
• Manage domestic and international travel arrangements, and serve as primary contact to resolve unforeseen travel emergencies
• Execute special projects with ability to manage multiple projects concurrently and ensuring timely completion
• Handle expense reporting within submission deadlines
• Maintain availability via cell outside regular hours, within reasonable limits

Office Management

• Oversee office operations, including handling all incoming fax, mail, and scanned documents, serving as the primary contact for office deliveries and major events
• Maintain office supplies inventory and place orders as needed

WHAT YOU’LL NEED:

• High school diploma or equivalent
• Current notary public or willingness to become certified in Texas
• Minimum of 7 years of experience as an Executive Assistant supporting at executive level is required, with 10+ total years of experience in similar roles; ideally having history of supporting multiple executives
• Very strong travel logistic support with ability to prepare contingency plans when needed
• Proficient in Microsoft Office Suite and familiarity with project management software
• Flexibility: ABC is a client-centric organization requiring a great deal of adaptability
• Regular and reliable attendance is required
• Basic knowledge of standard business practices
• Discretion in keeping all Leadership and HR-related information confidential
• Excellent interpersonal and customer service skills
• Expresses a high level of attention to detail and professionalism
• Strong organization and prioritization skills
• Ability to work independently with little or no supervision
• Ability to organize and handle a high volume of meetings and scheduling requests
• Excellent written and verbal communication skills including punctuation, spelling, grammar, and writing technique
• Desire to succeed in a fast-paced, team environment
• Individuals may need to provide mobile services and devices enabling them to receive business communications consistently, including voice calls, text messages, emails, and access to ABC's enterprise email server

AND IT’S GREAT TO HAVE:

• College degree
• Related certifications

WHAT’S IN IT FOR YOU:  

• Purpose led company with a Values focused culture – Best Life, One Team, Growth Mindset  

• Time Off – with our open PTO policy, we offer flexibility in how and when you take PTO! 

• Days of Disconnect – once a qua