Job Summary :

Under general supervision, responsible for providing advanced administrative support for senior management and executives.

Job Duties :

• Prepares correspondence, memoranda, reports, or related documents and materials.
• Initiates routine and non-routine correspondence / memoranda as needed.
• Prepares and submits requisitions, forms, reimbursements, and vouchers for vendors and staff.
• Monitors emails and assist with timely and appropriate responses for priority matters.
• Screens and routes calls and visitors, as appropriate, and resolves routine and complex inquiries.
• Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements accordingly.
• Assists in directly organizing and obtaining documents needed for meetings.
• Drafts agendas, and prepares and distributes meeting minutes.
• Manages meeting logistics and takes appropriate actions as needed to ensure successful outcomes.
• Organizes and maintains files and key documents for appropriate record keeping.
• Serves as administrative liaison and first point of contact for resource to departments and offices within the institution regarding policies and procedures.
• Performs all other duties as assigned.

Education :

Bachelor's degree in related field is required.Will accept experience in lieu of degree.

Experience :

Five (5) years of related experience is required.

Preferred :

Experience in Higher Education.

Omni Therapy, a leading provider of integrative health and wellness services, is seeking a dynamic and highly-organized Executive Assistant to join our team.

As an Executive Assistant, you will be responsible for providing high-level administrative support to our management team and ensuring the smooth operation of our healthcare organization.

If you have exceptional organizational skills, outstanding communication abilities, and a passion for healthcare, we encourage you to apply.

Responsibilities

• Manage and maintain executive schedules, including arranging appointments, meetings, and travel itineraries
• Coordinate and execute day-to-day administrative tasks, such as answering calls, responding to emails, and handling correspondence
• Prepare reports, memos, letters, and other documents, using Word, Excel, PowerPoint, and other software applications
• Organize and file confidential documents and sensitive information
• Monitor and track departmental budgets and expenses, and prepare financial reports
• Participate in meetings, take minutes, and distribute agendas and other materials
• Assist with various HR and recruitment tasks, including scheduling interviews, coordinating onboarding, and managing employee records

Requirements

• 2+ years of experience in an executive assistant, administrative assistant, or similar role
• Excellent verbal and written communication skills
• Exceptional organizational and time-management skills
• Strong attention to detail and ability to manage multiple priorities simultaneously
• Proficiency in Microsoft Office Suite and other office software
• Ability to maintain confidentiality and handle sensitive information in a professional manner

Benefits

Join the team and get all you deserve :

• An excellent working environment
• Health Insurance
• Vision Insurance
• Life Insurance No Cost to employee
• 401K with Profit Sharing

Benefits

• Remote work with flexible hours

Executive Assistant needed in the San Antonio, TX area. With the help of this individual, the architects are hoping to focus more on their projects and much less on the back-end / daily administrative tasks.

We are looking for an exceptional candidate who is willing to go above and beyond - just like other members of this team do on a daily basis.

We are looking for someone that has a servant's heart and wishes to free up these talented architects to help them do what they’re good at doing.

The candidate should have a proven track record of creating and implementing systems and procedures in an office atmosphere.

This person will have a strong sense of urgency and must enjoy "to-do lists". The ideal candidate will work well with minimal supervision, gradually taking on more responsibility and leadership within the team.

Compensation :

• Salary Range : $50,000 - $60,000
• Paid Time Off (PTO)
• Health Benefits
• 401k match
• Rapid growth potential

Compensation :

$50,000 - $60,000 yearly

Responsibilities :

• Supports and prioritizes the needs of assigned Leaders and their teams.
• Manages and coordinates multiple calendars, both individual and team specific.
• Prepares presentations, agendas, reports, special projects, and other documents in support of objectives for the organization.
• Schedules client meetings for principals and team.
• Identifies, organizes, and implements administrative projects independently in accordance with deadlines.
• Ensures architectural licenses are updated and accurate while maintaining AIA credits for recording with the Licensure Department.
• Responsible for organizing tasks by level of urgency. Ensures the day-to-day tasks are well organized and efficient.
• Manages sensitive matters with a high level of confidentiality and discretion.
• Flexible hours as required by the needs of business for special projects and meetings outside of business hours.
• Maintaining and improving database management system(s).
• Screening and directing phone calls; distributing correspondence.
• Handling requests and queries appropriately.
• Assisting clients and helping them to have an extraordinary experience.
• Managing day-to-day office operations.
• Tracking expenses accurately and creating effective budgets.
• Receiving and routing mail at the office.
• Handling basic bookkeeping and invoicing.
• Attend important events and build relationships with previous and potential clients.

Qualifications :

• Minimum of 2 years experience as a high-functioning administrative assistant to senior leaders or equivalent corporate experience.
• Demonstrates excellent interpersonal, written, and verbal communication skills.
• Demonstrates strong organizational and time management skills.
• Exhibits initiative, problem-solving, and decision quality with great attention to detail in a fast-paced environment.
• Effectively communicates with supervisors through timely and appropriate written, oral, and visual means.
• Tech-savvy. Advanced computer skills including document and presentation preparation; database creation and management;

contact management; research and high proficiency in Microsoft Office and Google Workspace.

• Able to work independently to support a team and appropriately manage time.
• Discretion and confidentiality.
• Customer service focus.
• College degree preferred.
• Comfortable handling strong personalities.
• Must be thorough and Love to-do lists.
• This person must have a Can and Will Do attitude.

About Company

CREO is an architecture firm with a commitment to innovation and a desire to nurture an entrepreneurial spirit. At the core of our practice is a belief in the power of creativity and passion to pursue it to improve the built environment.

We foster a culture of innovation and self-discipline, freedom and responsibility, and do not discriminate on projects by scale or budget, but rather welcome the challenge to exercise restraint, and design within the given parameters.

All design projects are an opportunity to positively influence our surroundings, and at CREO we view it as a privilege to help you seize those opportunities.

We’re looking for a professional, proactive, highly-organized executive assistant to play a key role in our growing team.

You’ll be responsible for assisting our high-level executive with administrative duties such as making travel arrangements, overseeing itineraries, answering phone calls, and managing our office filing system.

If you love the idea of stepping into a versatile role and working closely with leadership, we want to hear from you! Compensation :

$53,000

Responsibilities :

• Serve as the main contact for high-level executive
• Make sure basic bookkeeping duties are completed in a timely manner
• Manage office duties such as organizing filing systems and ordering office equipment and supplies
• Help prepare meetings and take detailed minutes
• Make sure executive schedules including travel arrangements, itineraries, and team meetings, are organized and up-to-date

Qualifications :

• Strong organizational skills, communication skills, time management skills, and interpersonal skills
• Must be comfortable using Microsoft Office
• High school diploma or G.E.D. required
• Experience handling confidential information and adhering to strict deadlines
• At least 2+ years of experience as an executive assistant, or experience performing supportive duties

About Company

43 Realty is a successful San Antonio-based Real Estate Agency.

At 43 Realty, we have a Client-first mentality. We exist to serve the needs of our Clients whether that is buying, selling, or property management.

We deliver a winning experience and ensure that we maintain life-long, trusting relationships with all of our Clients well after every transaction.

Our qualified team brings consistent and effective communication, as well as a network of resources that are exclusive to our Clients.

SUMMARY

Seeking a highly motivated professional to serve as Executive Assistant to exceptional leadership team. The successful candidate must be a solutions-oriented self-starter and have exceptional organizational abilities and strong communication skills.

RESPONSIBILITIES

• Supports leadership team by managing personal and professional schedules.
• Ensures leadership is prepared for all meetings and events and assists with preparation of materials.
• Finds new and efficient ways to create and maintain systems and processes to help maximize the leaderships time, including weekly reporting, goal setting, and team meetings.
• Maintain budgets and purchase orders for the team and company-wide events.
• Setup and execution of company parties, management off-sites, and office events.
• Prioritizes and manages multiple projects simultaneously while proactively identifying and filling in the gaps.
• Communicates with internal and external parties on behalf of the leadership and executes a variety of other daily tasks.

REQUIREMENTS

• Bachelor’s degree required.
• Must have 10+ years of Executive / Administrative Assistant experience, with a minimum of 5 years supporting multiple executives or a senior level executive.
• Proficient in Microsoft 365 : Word, Excel, PowerPoint, Outlook, and QuickBooks
• Maintain sensitive and complex calendars
• Schedule domestic / international travel with a high level of attention to detail.
• Regardless of competing priorities, demonstrates composure and flexibility.

QUALITIES

Strong interpersonal skills, energetic, proactive problem-solver, high level of integrity, organized, self-directed, critical thinker, calm under pressure, resourceful, attention to detail and a passion to work for a great organization, articulates thoughts well, both verbally and written, learns quickly, appreciates, and utilizes technology with comfort, while thriving in high-pressure situations.