Executive Assistant

Summary

The Executive Assistant/Office Manager is responsible for ensuring the smooth daily operations of the office while providing high-level administrative support to senior executives. This dual-purpose position requires a highly organized, adaptable, and proactive individual who is physically present in the office and can manage office logistics, streamline operations, and support executives in a fast-paced, dynamic environment.

Responsibilities

Office Management

• Office Operations: Oversee day-to-day office operations, including ordering supplies, maintaining office equipment, coordinating repairs, and liaising with vendors. This person should have the willingness to maintain flexibility with working hours, though a normal workday.
• Guest Relations: Register, greet, and act as a point of contact for business associates, maintaining positive relationships and handling requests with care and professionalism. Coordinate office space for employees visiting from other offices.
• Facilities Management: Ensure the office space is clean, organized, and conducive to productivity; work with building management and IT for equipment repairs, maintenance issues and office moves.
• Meeting Management: Coordination of internal and external meetings, including logistics planning, reserving conference rooms, scheduling videoconferencing, and catering if needed.

Executive Assistance

• Calendar Management: Manage complex executive calendars, schedule meetings, and resolve conflicts proactively.
• Travel Coordination: Arrange domestic and international travel, including flights, accommodations, and ground transportation.
• Expense Administration: Processing invoices and expense reports for designated leaders.
• Coordination with other Executive Assistants: Communicate and coordinate effectively with other Executive Assistants regarding meeting planning and preparation, travel arrangements, and scheduling.
• Communication: Draft, edit, and send emails, letters, and other communications on behalf of executives; screen and respond to incoming inquiries.
• Conference Attendance and Speaking Engagements: Register employees for professional conferences; manage speaking engagements for executives, including coordination with conference or event host, provision of required materials. Keep record of all conferences HEN team attends.

Shared Service Support

• Employee Onboarding: Coordinate onboarding activities, including preparing welcome kits, scheduling orientation sessions, and liaising with IT for system access.
• Engagement Activities: Organize HEN team events, meetings, conferences, and off-site activities; proactively coordinate logistics and ensure seamless execution.
• Special Projects: Take on ad-hoc tasks and special projects, collaborating with cross-functional teams and executive goals as needed.
• Shared Services Collaboration: Act as a liaison between HR, finance, IT, and operations teams, ensuring smooth communication and task completion.
• Policy Updates: Assist in disseminating and updating office policies, procedures, and employee handbooks.
• Weekly Reporting: Assist in compiling and disseminating weekly reports to executives.

Education and Experience

• Education: Bachelor's degree preferred or equivalent experience in office management, executive support, or HR support roles
• Experience: Minimum of 10 years of relevant work experience
• Certifications: A notary public certificate is required or must be obtained

Skills

• Technical: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams); experience with HRIS, Zoom, and project management tools is desirable.
• Organizational Skills: Exceptional time management, task flexibility, detail-oriented, and ability to independently perform multiple tasks with little or no supervision.
• Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with clients, executives, and team members.
• Professional Mindset: Has a strong sense of responsibility and emotional maturity with proven ability to work well in and contribute to a team environment.
• Problem-Solving Skills: Ability to anticipate needs, adapt to changing circumstances, prioritize tasks, and proactively find solutions in a fast-paced environment to meet deadlines with little supervision.
• Discretion: Handle sensitive and confidential information with utmost integrity and professionalism.

Company Highlights:

• For 90 years, we have nurtured creative ideas and turned them into successful realities using three core strategic pillars - creativity, excellence, and people.
• 401K - 12% employer contribution with no vesting period (6% Match and 6% non-matching contribution)
• Highly competitive compensation
• Hybrid work options available for most roles
• Five to eight weeks of PTO annually based on years of experience; eleven additional holidays per calendar year
• All Medical/Dental/Vision benefits start day one with the company; low employee premiums
• Education Assistance Program
• Free covered employee parking for Dallas HQ based employees
• Free specialty coffee bar in the Dallas HQ
• Onsite breakfast and lunch area in the Dallas HQ
• Commitment to the following ideals:
  
  
  
  • Work/Life Balance
  • Ongoing professional development opportunities
  • An exceptional employee experience
  
  

Hunt is committed to a diverse and inclusive workplace. Hunt is an equal opportunity employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

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