Executive Administrative Assistant

Dallas, Texas, USA


Reports to
Managing Director

Required Travel

Position Summary

Wilson Associates is looking for an Executive Administrative Assistant to join our Dallas design studio. This person will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as reception desk and phone system role, preparing correspondence, receiving visitors, arranging conference calls, scheduling travel, and meetings. May also train and supervise lower-level clerical staff.

Background & Skills

Associate’s or Bachelor’s Degree.

5+ years of experience in Administrative Support.

Technical Skills
Microsoft Outlook, Microsoft PowerPoint, Microsoft Excel, Microsoft Word, Adobe Acrobat, Adobe Photoshop, Adobe InDesign, and SalesForce CRM (preferred, but not required).

Essential Functions

  • Prepare reports, memos, letters, time sheets and other documents, using Microsoft Office 365 and Adobe Creative Cloud software.

  • Answer phone calls and direct calls to appropriate parties or take messages.

  • Prepare reports and compile data for consideration and presentation by executives, committees and boards of directors.

  • Greet visitors and determine whether they should be given access to specific individuals.

  • Read and analyze incoming email memos, submissions, and reports to determine their significance and plan their distribution.

  • Perform general office duties, such as ordering kitchen and office supplies, getting approvals and tracking sick time/PTO, and tracking inventory of office equipment.

  • File, store and retrieve corporate documents, records, and final signed contracts.

  • Open, sort, and distribute incoming correspondence, including email and snail mail.

  • Make travel arrangements for executives and employees as needed.

  • Prepare responses to correspondence containing routine inquiries.

  • Make arrangements and coordinate catering for luncheons, for committee, board, and other meetings.

  • Coordinate and direct office services, such as records, projects, budget preparation, personnel issues, and housekeeping, to aid executives.

  • Provide clerical support to other departments.

  • Manage executives' schedules, keeping track of internal and external meetings across multiple time zones.

  • Set up and oversee administrative policies and procedures for offices or organizations.

  • Administer office communications software such as GoToMeeting and AT&T.

  • Courier items for executives as necessary using courier service.

  • Review operating practices and procedures to determine whether improvements can be made in areas such as work flow, reporting procedures, or expenditures.

  • Update and maintain internal employee address, phone, email, birthday, key card accessibility lists.

  • Update and maintain global office phone extension list.

  • Assist executives with processing time sheets for biweekly payroll processing.

  • Update and maintain client database.

  • Assist in preparation of business development proposals and presentations.


Contact Human Resources to submit your résumé.