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Personal Assistant/Executive Assistant

Winchester Carlisle Companies
Dallas, TX
  • Posted: 13 days ago
  • Full-Time
Job Description
Salary:

Personal Assistant/Executive Assistant
Winchester Carlisle Companies


PLEASE READ FULL JOB DESCRIPTION before applying. All candidates MUST complete a culture index survey for your application to be reviewed. Please follow this Winchester Carlisle Culture Index Survey to complete and return to the application.


Purpose


Provide personal and administrative support to the Entrepreneur CEO by organizing meetings, special events, and travel; handling information requests; and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and processing expense reports. This job consists of a personal assistant to CEO as well. 


Responsibilities:



Administrative

  • Coordinate all aspects of travel arrangements and create travel itineraries to include but not limited to flights, ground transportation, hotel, daily activities for primary CEO and additional travel members 
  • Provide quality customer service to all internal and external business partners
  • Protect and secure confidential and proprietary information and papers
  • Answer phone calls and direct calls to appropriate parties or take messages
  • Prepare and edit correspondence, reports, and presentations
  • Process all expenses, reconcile invoices, payments, etc. 
  • Provide administrative support:


  1. Maintain multiple calendars and contact lists.
  2. Process registrations for seminars, conferences, and other events.
  3. Meet and greet guests in the office; answer, screen, and place phone calls for the CEO.
  4. Receipt and review daily mail. Research and collect information as requested.
  5. Accessible by phone after hours as needed.
  6. Assist with family office support. 
  7. Backfill duties of an office manager when needed. 


Organization 

  • Organizing and maintaining electronic files and records and notes
  • Scheduling, confirming, and following up on meetings, appointments, and special events
  • As authorized, ensure outgoing documents are accurate, comply with company policies, and reflect the CEO and company’s views
  • Prepare invoices, reports, memos, letters, financial statements, and other documents
  • Deliver supporting documents to CEO in preparation for meetings
  • Take action as directed and needed to support the CEO

Knowledge:

  • Able to recognize problems and propose solutions in regards to immediate responsibilities
  • Able to support and enhance change
  • Able to maintain the confidentiality of information
  • Able to communicate effectively – orally and in writing
  • Demonstrate an understanding of the responsibilities and objectives of the company
  • Demonstrate proficient computer skills, including Excel, Microsoft Outlook, OneNote, Teams, Sharepoint, Word, and PowerPoint, and Internet search capabilities
  • Experienced in managing multiple tasks
  • Able to prioritize and adjust focus based on changing needs, ensuring task completion 


Skills & Abilities:

  • Calm, positive, flexible and unflappable demeanor
  • Poised character, exercising good judgement with minimal oversight
  • Able to use discretion and protect privacy of CEO and family
  • Strong attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
  • Use initiative and maintain firm sense of responsibility
  • Excellent project, management and organizational skills
  • Resourceful and creative problem solver
  • Ability to research
  • Strong negotiating skills
  • Ability to communicate effectively at all levels
  • Strong written and verbal communication
  • Good relationship builder
  • Demonstrate punctuality, time management, organization, planning, and coordination skills
  • Demonstrate writing, editing, proofreading, and proficient typing skills
  • Organized with a systematic approach to tasks to achieve accuracy and efficiency
  • Excellent awareness of and prompt follow up to CEO’s schedule of meetings
  • Quick, sharp, confident, assertive, and ethical
  • Desire to serve with the approach of doing whatever it takes to make the CEO's job easier
  • Ability to self-direct, manage one's own time and the time of others
  • Able to constantly prioritize tasks as needs change with excellent follow-up skills


Key Qualifications:

  • High school diploma or equivalent required
  • Minimum 5 years executive level support experience 
  • Prefer previous experience supporting entrepreneur

Winchester Carlisle Companies

Address

Dallas, TX
75254 USA

Industry

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