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Executive Assistant
NPI Fort Worth, TX
$203k-325k (estimate)
Other | Pharmaceutical 3 Months Ago
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NPI is Hiring an Executive Assistant Near Fort Worth, TX

Job Details

Job Location: Corporate - Fort Worth, TX
Position Type: Full Time
Education Level: High School
Salary Range: $60,000.00 - $65,000.00 Salary/year
Travel Percentage: Negligible

The Executive Assistant will be the main line of support to the CSuite CEO, COO, CTO, and Executive Team. Duties of the Executive Assistant include, but are not limited to: manage both business and personal related tasks for the CEO, work closely to absorb responsibilities, tasks and assignments from the Director of Legal/HR, manage and oversee multiple calendars, prepare and organize upcoming meetings, arrange and set appointments, screen calls, organize and create more efficient –streamlined processes in administration (i.e. scanning paper documents to electronic records, contact lists, status reports), make travel arrangements, manage and reconcile expense reports, retrieve/deliver mail and packages, answer the main switchboard, greet visitors and customers, oversee and carry through to completion various assignments and projects the CEO, COO, and CTO are working on, obtain quotes and schedule vendors for service repairs, order and pick up monthly birthday cakes.

One of the major priorities of the EA for this position, is continually and regularly monitoring and reviewing emails accounts and calendars (upcoming meetings, scheduling/reminding for meetings/appointments) for the CEO and COO. The EA will be expected to quickly learn and understand which emails (sender, subject of email, and content): 1) require a response; 2) do not appear to have been read and/or responded to by the CEO or COO; and 3) identify emails that have accidently went into their junk mail folder and need to be moved into their inbox. Monitoring and following through to ensure these priority, sensitive and/or important emails are both seen and responded to. The EA will also be expected to quickly learn how to identify senders or subject matters of importance; and, once comfortable and aware of the matters and details of those matters, use “executive level decision making” to respond on behalf of the CEO or COO (ex: taking initiative to schedule meetings, responding to sender to let them know CEO or COO received their email, and that they will respond soon). Skillset and experience required to be successful in this position is having full understanding and experience using the full Microsoft Office Suite, a strong “can do” attitude, ability to see the “big picture” and think outside of the box to resolve roadblocks, initiative to manage daily tasks, and most importantly, be able to use sound judgment with executive reasoning to answer questions and make decisions on behalf the CEO and COO/CTO when they are unavailable.


  • Prepare and reconcile expense reports monthly for multiple executive members and managers;
  • Daily at 10:30 a.m. asks CEO/CTO if they are eating in for lunch delivery at noon, place order (ex: Uber Eats, GrubHub), delivers to CEO’s office, and cleans up lunch every day
  • As needed, travels to market (when not available online) to pick up items for certain CEO snacks, place orders bday or celebration cakes, employee event food, decorations, plates, etc...and cleans up after events (may recruit others in office to assist);
  • Review, follow up and manage email Inbox, calendar requests, and Junk Mail for CEO and COO;
  • Approve C-Suite team and their direct reports’ timesheets, vacation requests, punch changes, etc…;
  • Answer main switchboard, routing calls to the correct person or taking messages;
  • Handling basic bookkeeping tasks;
  • Filing and retrieving corporate records, documents, and reports;
  • Researching and conducting data to prepare documents for review any presentation by executives;
  • Helping prepare for meetings, reserve conference room, cater in meals (when requested), cleaning and setting up beverages for meetings, create action items for your Team, remind and chase for resolution or completion of those action items and tasks;
  • Greeting visitors, monitor door, badges and sign in sheet, and act as Gatekeeper for calls and visitors before allowing contact with employees;
  • Using various software, including word processing, spreadsheets, databases, and presentation software to perform duties;
  • Reading and analyzing incoming memos, emails, submissions, and distributing them as needed; quickly learning when it’s necessary to update or respond to emails or requests on behalf of C-Suite leaders;
  • Within budget plan and organize company events to include ordering food/drinks, setting up delivery, decorations, serving and cleaning;
  • Pull monthly employee anniversaries and birthdays from Paycom, send report to IT for posting on TV screens at HQ, retrieve correct # of upcoming anniversary and birthday cards from storage room and present to CEO for signing, request bday and anniversary “cash” from April in Payroll and place appropriate amount in each card (list of amount for each bday/anniversary provided to EA), then distribute to employees each month, having them sign off on receiving;
  • Arrange travel for executives, their teams, guests, and others, both domestic and internationally;
  • Assist with marketing duties and tradeshow/exposition planning and execution to include reordering materials when supplies are running low, gathering and pulling materials (brochures, decorations, giveaway gifts) in coordination with expo coordinator to ensure on time delivery to location provided, and then taking to NPI shipping department with address, required delivery date, and then tracking to make sure they arrived.
  • Oversee outside vendor management for facility repairs, supplies, coffee/kitchen, micro-market, pest control, landscaping, and others;
  • Managing supply room by taking regular inventory of supplies in stock, ordering supplies as needed, cost shopping for lowest price.
  • Opening, sorting and distributing incoming faxes, emails, and other correspondence; and
  • Provide general administrative support.

NOTE: This job specification should not be construed to imply these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required by their supervisor.

Job Summary

JOB TYPE

Other

INDUSTRY

Pharmaceutical

SALARY

$203k-325k (estimate)

POST DATE

12/01/2022

EXPIRATION DATE

01/12/2023

WEBSITE

npisorters.com

HEADQUARTERS

MUSCAT

SIZE

1,000 - 3,000

FOUNDED

1977

CEO

WALEED KHALID AL ZADJALI

REVENUE

$50M - $200M

INDUSTRY

Pharmaceutical

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