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    Executive Assistant - Dallas, United States - Copart

    Copart
    Copart Dallas, United States

    2 weeks ago

    Default job background
    Description
    We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude.

    Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace.

    To be successful as an Executive Assistant, candidates should be professional, polite, and attentive while also being accurate. They should always be prepared and responsive, willing to meet each challenge directly. Executive Assistants must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, the Executive Assistants should have a genuine desire to meet the needs of others.


    Core Responsibilities:

    • Manages the executive's workflow and priorities by knowing their real priorities, managing their schedules, anticipating steps ahead and keeping them focused on the most important projects
    • Agile mindset comfortable with constant change and successfully manages competing priorities
    • Acts as an extension of the executive in the operation of daily affairs of the executive's and teams' functional support areas of the business
    • Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving and making adjustments to plans
    • Communicates with the general staff on the executive's behalf and coordinates logistics with high-level meetings both internally and externally, which include Board meetings
    • Prepares for and follows up on internal and external meetings. When needed, participates directly in meetings and conducts follow up on the executive's behalf
    • Applies the utmost discretion given exposure to the most sensitive company information that others on the executive assistant team may not be privy to.
    • Act as a gatekeeper, schedule meetings, conference calls, and other events; coordinate/set-up logistics for the Executives.
    • Arranges corporate travel and meetings by developing itineraries and agendas, booking transportation, arranging lodging and meeting accommodations, which can include multiple destinations with a high frequency of schedule changes.
    • Answers telephone calls, email requests, and written correspondence
    • Preparing, drafting, and/or editing correspondence, reports, and other communications and data, often of a highly confidential nature.
    • Receiving, reviewing, prioritizing, organizing, screening, scanning, and/or filing of incoming mail, communications, calls, and visitors.
    • Ensure Executives are prepared, organized, and ready for all meetings and events (prep includes attendee confirmation, conference room make-ready, printing meeting materials, applicable biographies, maps, etc.).
    • Organizing and maintaining such filing systems as are deemed necessary.
    • Can demonstrate collaborative style with excellent interpersonal skills.
    • Ability to balance multiple tasks and effectively prioritize workload in a fast-paced environment
    • High level of diplomacy and tact, ensuring the confidentiality of information when required
    • Self-motivated, determined, and able to work under own initiative
    • Representing leadership by welcoming visitors, answering questions, resolving issues or requests, arranging meals, and other logistical concerns.

    Required Skills & Experience:

    • 5+ years of experience supporting corporate upper-level managers and/or executives
    • Superior organizational skills and detail orientation
    • An assertive leader who collaborates well within a team and knows when to delegate
    • Excellent oral, written communication and presentation skills
    • Ability to draft, proofread and edit documents for spelling, grammar, and punctuation
    • Ability to travel as needed, approximately 10%
    • Demonstrates the highest level of maturity, professionalism, and judgment
    • Strong computer skills and technical knowledge including solid proficiency in MS Office Outlook, Word, Excel. Ability to learn and set up conference room technology incorporating iPad use and some videoconferencing.
    • Ability to manage an executive's calendar and make travel arrangements
    • Ability to use discretion when dealing with information of a sensitive or confidential nature
    • Uses business knowledge, innovative thinking, and sound judgment in the solution of problems or the pursuit of business opportunities
    • Consolidates information from various sources including feedback from others to reach sound decisions
    • Works smart by setting effective work goals, establishing priorities, and planning well in order to produce quality work
    • Executes effectively by using resources efficiently, meeting deadlines, and keeping others informed of work plans and progress toward goals
    • Clearly conveys and accurately receives information by a variety of methods and in various situations
    • Builds rapport with all kinds of people inside and outside the organization
    • Acts upon opportunities and involves and influences others in the accomplishment of worthwhile organizational goals
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