Executive Assistant

Primary Work Location: 120 Chula Vista Drive, San Antonio, Texas 78232

Purpose:

The Executive Assistant is responsible for providing high-level administrative support to Executive Leadership and acting as the point of contact among the executives, employees, clients, and other external partners.

Duties & Responsibilities:

• Screen, manage, prioritize, and direct high volumes of calls, emails, and information for Executive Leadership.
• Support and/or serve as a primary point of contact for Executive Leadership email inquiries to prioritize messages and ensure timely responses.
• Manage and/or support scheduling of calendars for Executive Leadership.
• Manage all aspects of travel arrangements for Executive Leadership, Director level employees, and identified customers, special guests, or visitors, to include reservation of flights, hotels, ground transportation, and itinerary planning.
• Manage and/or support management of catering arrangements for internal and external business meetings or guest visits.
• Manage and/or support management of customer and guest experience during site visits.
• Establish and maintain structure and process for submission, receipt, and confirmation of requests for travel arrangements and catering requests.
• Perform general support tasks to include running errands, purchasing of groceries/supplies from local stores, scanning/copying documents, record filing, and other clerical tasks.
• Generate and reconcile expense reports, reimbursement requests, and other related documents for Executive Management.
• Travel locally to complete errands, attend offsite meetings, and support event initiatives.
• Attend/participate in offsite business meetings/conferences.
• Report to work in-person and start job duties on time.
• Complete required hours on assigned work shifts to complete assigned responsibilities and duties properly.
• Attend all scheduled meetings and appointments.
• Perform other related duties as assigned.

Skills & Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Operate with a high degree of autonomy.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a fast-paced and adaptable environment.
• Proficient in Microsoft Office Suite.
• Demonstrate a high level of confidentiality.
• Ability to work independently and identify and solve problems.
• Ability to organize and prioritize work.
• Ability to secure and maintain a favorable background investigation and clearance.

Education & Experience:

• At least 2 – 5 years of experience as an Executive Assistant, Personal Assistant or similar role required.
• Associate’s degree or sixty (60) college credit hours required.
• Bachelor’s degree in business administration or related field highly preferred.
• A combination of appropriate education, training, and/or directly related experience, may be considered for equivalency to meet requirements of the role.
• Valid Class “C” driver’s license.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift 15 pounds.