Executive Assistant in Dallas, TX at Reddy Ice

Date Posted: 10/24/2020

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    Dallas, TX
  • Job Type:
  • Experience:
    Not Specified
  • Date Posted:
    10/24/2020

Job Description

Job Requisition

JR11107

Worker Time Type

Full time

Worker Sub-Type

Regular

Shift

Job Description

POSITION PURPOSE:

Provide project support to the executive leadership team. This role requires the ability to effectively manage multiple priorities, heavy administrative and project management volume and general financial reconciliations. This role requires high levels of accountability, professionalism, aggressiveness, adaptability and maturity.  Under minimal supervision, but in accordance with established policies and procedures, provides  administrative services for five (5) executives. Ensures most efficient use of their time and anticipates, initiates, coordinates and follows up on administrative activities and other special projects.

Organizes, prepares, and reviews administrative reports and prepares reports and materials for presentation to various audiences, based on executive needs. Develops and communicates administrative standards and procedures. This position has access to and regularly works with information of the most sensitive, highly confidential, strategic and critical nature. The scope and complexity of this position is such that the Executive Administrative Assistant is regularly dealing with diverse matters which require the highest level of confidentiality. This role manages projects related to the Executive Team and potential follow up with our parent company/holding co.

DUTIES AND RESPONSIBILITIES:

Manages executive scheduling/meeting priorities

  • Anticipates and oversees daily schedule of meetings and priorities. Schedules appointments/meetings and ensures proper coverage.
  • Initiates, establishes and communicates department meetings on behalf of the executive. Prepares spacer/agenda. Ensures meetings progress according to schedule. Follows up on meeting action items as necessary.
  • Organizes, prioritizes and summarizes the content of incoming materials, special requests and meetings.
  • Anticipates, prepares and compiles materials for conferences and meetings on own initiative.

Responsible for initiating, preparing, coordinating and following-up on administrative duties associated with executive’s area of responsibility. May have functional responsibilities that include:

  • Anticipates, revises and sends correspondence, as needed.
  • Prepares special or one-time reports, summarizes or replies to inquiries, selecting relevant information from a variety of sources such as reports, documents, correspondence or other departments.
  • Creates, maintains, updates and reconciles spreadsheets to support reporting and analysis for executive management.
  • May provide direction and/or supervise other department administrative/clerical employees.
  • Develops and communicates standards and procedures
  • In executive's absence, coordinates the timely communication of requests, issues, complaints, problems, and other action items to the appropriate manager.
  • Initiates requisitioning of supplies, printing, maintenance or other services, as needed.
  • Establishes, maintains and revises office filing and other record-keeping systems.
  • Schedules and coordinates complex travel arrangements, including creation and submission of expense reports for all executives and ensures reconciliation of P card activity. Proactive oversight of open items and ensuring effective cost containment, where possible.
  • Maintains records of receipts and handles expense report accounting and reconciliation.

Organizes and prepares travel and Board logistics including meeting details (catering, hotel/dining reservations, etc.) as needed.

Project Management.

  • Responsible for managing on-going projects and independently organizing, coordinating, and tracking to ensure efficient oversight on key iniatives.

Make and assume other duties and responsibilities required or assigned by management.

Adhering to the Code of Business ethics is essential. We value honesty and integrity above all else and we expect our employees to be committed to the highest ethical standards.

PREREQUISITES:

  • Must demonstrate the ability to communicate effectively in both written and oral format, with all internal and external contacts.
  • Must possess the ability to make independent decisions when circumstances warrant.
  • Must have demonstrated ability to handle multiple tasks simultaneously. Must have the ability to meet critical deadlines, with a keen attention to detail.
  • Must possess the ability to plan, organize, develop, implement and interpret functional area programs, goals, policies and procedures.
  • Must be able to maintain the highest level of confidentiality and have the ability to handle sensitive material concerning the organization and the executive's role.
  • Must possess intermediate knowledge of office systems, including the MS Office Suite and travel/expense software.
  • Must possess exceptional organizational skills (scheduling, detail-oriented, proactive follow-up, overall project management, heavy multi-tasking).
  • Ability to interface with executive-level management on a daily basis.

KEY RELATIONSHIPS:

  • Executive and Senior Leadership Team
  • Executive Assistant to CEO, CAO, CCO, CFO and COO
  • HR Team
  • Line and functional management teams
  • 3rd party vendors/partners
  • Reddy ice external vendors and service providers
  • Corporate and field employees
  • Reddy Ice customers and consumers

EDUCATION AND EXPERIENCE:

  • Education:  College degree preferred.
  • Must have a minimum of 5 years in an executive support role preferably supporting a C-level executive.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

This position works in a typical office environment, with use of computers, calculators, phones, and other office equipment.  This position may require overtime.  Work is conducted in a fast-paced, rapidly changing environment.  The ability to manage stress, build professional and collaborative relationships, and reason through complex business situations is essential.

  • Corporate office environment.
  • Travel is not required.
  • On-call availability.
  • Weekend and evening work occasionally required.

Location

City:

Dallas

State:

Texas