Executive Administrator - Dallas, United States - Exceptional Admins, LLC

Description

Job Description

Exceptional Admins (EA) is seeking a professional for an opportunity with an executive/firm in the Dallas area

EA is a boutique firm exclusively focused on placing administrative professionals. The philosophy behind the EA process is to deliver exceptional professionals to each client with the outcome producing high-level support to the role and organization. While skill-set is a large focus during the process, personality and charisma of each candidate are viewed just as important.

About the team and organization

Founded in 2020, the firm focuses on franchise and multi-unit businesses. The firm currently has 19 people that make up the team across two locations, Princeton, NJ and Dallas, TX. The company has a comprehensive and ambitious business plan to maintain its current portfolio of investments along with adding more each year. The company's commitment to, and management of, its portfolio companies is backed by integrity and hard work.

Hiring goal

The firm seeks to onboard a committed professional who likes handling both office and assisting responsibilities. You should be naturally proactive, embody a collaborative spirit, and most of all, be someone who likes to make a difference. The individual will be managing core responsibilities for the Co-Founder while being of service to other members on the team.

This Executive Administrator position is responsible for covering day-to-day office activities while also being a partner to the Co-Founder and other executives with administrative tasks.

ROLE OVERVIEW

Administrative Excellence – 55%

Core responsibilities:

• Calendar logistic partner with Co-founder, daily
• Travel coordination partner with Co-founder, weekly
• Support and facilitate meetings, calls, and in person activities:
• Meeting coordination which includes interacting with team and outside stakeholders, weekly
• Interact and partner with business connections:
• Connecting includes regular communication which requires interpretation, persuasion and discretionary skills, weekly
• Reconcile business expenses via Expensify, weekly
• Aid with calendar management for executive team, as needed
• Aid with travel logistics for executive team, as needed (random)
• Assist with onboarding/off-boarding processes for new and leaving hires (infrequent)

Above core responsibilities:

• Become an informed partner learning all deadlines and task demands to proactively anticipate the needs of the executive and investment activities; plus recommend and act to resolve any challenges
• Streamline and manage to-dos to meet deadlines
• Interact with stakeholders on portfolio companies supporting monthly meeting activities
• Complete non-routine, complex projects and assignments which may include creating spreadsheets or other documents
• Prepare confidential and sensitive documentation and correspondence which may be distributed to various internal and external stakeholders
• Spearhead the investments annual gathering event and help organize small events (a few times a year)

Office Support – 45%

• Manage 12-month rolling calendar for team and planned growth goals
• Office snacks stock
• Office equipment maintenance
• Office aesthetic maintenance
• Manage full cycle events, including office lunches and the involvement of outside relationships:
• Coordinate every Monday team lunches (DoorDash)
• Coordinate Last Friday breakfast with team (DoorDash)
• Greet guests (infrequent)
• Work with team members on portfolio hiring offerings
• Be liaison to all investment stakeholders
• Event planning responsibilities happening monthly, quarterly, and 1 annual event (off-site)
• Supervise Cristo Rey Interns- 4 High School Students, Aug-May (1 student in office each day of the week)

Desired background and attributes

Candidates will be considered in totality of their skills and experience versus strict interpretation of "must haves."

• Your toolbox holds skills meeting 75% of the needs outlined in the role
• Experience working in a high-functioning support role working alongside swift moving executives/professionals
• Investment background, a plus
• Supporting multiple executives, a plus
• Proficient with Microsoft Office Suite (daily use of Word, Excel, Teams - strong usage)
• Familiar with Expensify
• Nimble, adaptable, charismatic, and entrepreneurial mindset, a big plus
• Be technically savvy, resourceful and industrious (i.e. find ways to consolidate responsibilities with intuitive technology resources)
• Has worked in a role that called for a high degree of confidentiality

Company offerings

• Hours: Monday through Friday, 8:00am – 5:00pm
• Salary: $60k to $80k
• 401(k)/Profit sharing: 401k provided, contributions are 100% vested, employer has elected to match 100% of the first 3%, and 50% of the next 2%
• PTO: 15 days per year; employees are eligible to begin accruing paid time off based on hours worked beginning on their date of hire
• Holidays include:
• New Year's Day (January 1st)
• Martin Luther King Day (3rd Monday in January)
• President's Day (3rd Monday in February)
• Good Friday
• Memorial Day (last Monday in May)
• Independence Day (July 4th)
• Labor Day (1st Monday in September)
• Thanksgiving (4th Thursday in November)
• Day after Thanksgiving (Friday)
• Christmas Eve (December 24)
• Christmas Day (December 25)
• Healthcare provider/benefits: Competitive benefits package both healthcare and dental offered
• Parking: Covered by employee via building's garage
• Office Perks: Onsite fitness center, annual winter holiday party, annual firm off-site, regular team dinners, Monday team lunches, other periodic team events (Mav and Stars Games, semi-annual Pickleball)
• Bonus:Target $10K per annum

Is this the right fit for you?

The ideal employee would meet 8 out of the 11 attributes to be successful (and fulfilled) in this role:

1. You enjoy reporting to an office each day
2. You are comfortable working at a small firm
3. You enjoy proactively listening and observing then offering solutions and better processes
4. You are comfortable with a quiet environment, yet can bring an upbeat spirit to the culture
5. Exceptional self-directed work ethic
6. Exceptional problem-solving skills where you see challenges as opportunities
7. One of your highly regarded traits is being personable
8. You crave things to be organized, but are highly adaptable that last minute changes don't fluster you
9. You are energized to work with distinguished clients and businesses
10. You enjoy overseeing connection activities to bring people together, both the team and company events
11. You would self-describe as "poised and professional and your forte is to offer a high-quality service-mindset to all relationships"

Princeton Equity Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Employment is contingent upon you successfully completing the vetting process and passing verification of references and employment, and background investigations.