Job Description

Summary : The Executive Administrative Assistant will provide comprehensive administrative support to senior executive members, both onsite and remote, to ensure the efficient operation of the Plano office. This role involves a mix of advanced and managerial tasks requiring strong organizational, communication and multitasking skills in a fast-paced environment; to include managing schedules, coordinating meetings, maintaining office supplies and coordinating with vendors for building maintenance.

Responsibilities :

• Office Management: Manage executive schedules and calendars, ensuring efficient appointment and meeting planning; order and manage office supplies and equipment.
• Meeting Coordination: Prepare meeting materials, agenda, and minutes; ensure timely distribution; support the planning and execution of company events and activities as needed.
• Travel Arrangements: Coordinate travel plans to include flights, accommodations and transportation for executives.
• Correspondence Management: Screen and prioritize emails, phone calls, and other correspondence, takin appropriate action as required. At times, deliver critical correspondence and items between the Plano and Richardson offices.
• Confidentiality: Handle confidential and sensitive information with discretion, maintaining strict confidentiality.
• Document Preparation: Prepare and edit correspondence, presentations, reports and other documents as required.
• Expense Management: Handle expense reports, invoices, and budget tracking to ensure financial management. Issue, track and close purchase orders as required.
• Building Management (Plano/Richardson offices): Manage building services (HVAC, Alarm, Fire, etc), respond to and coordinate repair of building issues, coordinate with outside contractors to schedule service visits, coordinate changes with cleaning services as needed.
• Special Projects: Assist with special projects, research and analysis as requested.
• Liaison Role: Act as the liaison between executives and staff, fostering effective communication and collaboration.
• Record Keeping: Manage and maintain organizational files, records and databases.

Qualifications:

• Bachelor's degree in Business Administration or a related field is preferred.
• 5 years’ experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, PowerBI).
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Professional demeanor and positive attitude.

Air Distribution Technologies is an equal employment opportunity and affirmative action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, genetic information, status as a qualified individual with a disability, or any other characteristic protected by law.

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