Executive Administrative Assistant

SERVPRO Team Shaw - Ranked #4 Fastest Growing Mid-Market Company in North Texas by Dallas Business Journal and #69th Fastest Growing Construction/Restoration Company in the Country by Inc, 5000.

SERVPRO Team Shaw is one of the largest SERVPROs in Texas and has grown from one location in 2019 to 33 locations today. We have grown 10x in the last 3 years and are looking to double in growth in near future. We are a full turnkey provider for our customers doing everything from Water and Fire Emergency Services, Moving and Storage of Contents, and Textile Cleaning all the way to Reconstruction. 

Growth opportunities can arise through any of the above-mentioned divisions, as well as specializations for commercial large loss, fire damage restoration, Reconstruction and Capital Improvement Projects. If you have a sense of urgency and want to grow with a company that has seen 10x growth over the last 2 years, look no further and apply today!

Key Responsibilities:

As an Executive Administrative Assistant, you will provide administrative support requiring a good understanding of technical and business vocabulary and knowledge of the organization's operations, procedures, and people. The responsibilities require independent judgment, initiative, and executive intuition in supporting the needs of an executive in their team, while demonstrating adaptability and problem-solving as part of office management. In this role, you will also:

• Maintain accurate and up-to-date information for Executive's schedule and calendar, coordinating business meetings (both inside and outside of the office) via an electronic calendar
• Lead logistics for travel and expense coordination, and lead execution of calls, employee events, leadership, and team meetings
• Review and prioritize activities, aligning key priorities of the business, escalating critical matters as needed, and delegating to appropriate parties as deemed necessary 
• Gather, verify, and analyze information for use in documents and presentations including memos, letters, reports, speeches, demonstrations, and news release
• Collaborate with marketing or communications to support content for leadership presentation delivery, videos, and newsletters
• Manage event projects, including production materials, catering, travel, facilitator scheduling, and coordination of local resources for onsite events
• Ensure communications align with company mission and values, strategy, and brand, and proofread for accuracy
• Maintain detailed record of information in fast-paced environment, and exercise discretion and professionalism in operations and communications across the business
• Support cost reporting, coordinate purchase of office materials, and seek cost-effective vendor options
• Maintain and update internal communication platforms, such as Microsoft Teams and SharePoint, and distribute communications to supported teams and staff
• Schedule and support team meetings by preparing agendas, keeping minutes, tracking compliance with action items, and aligning calendars across departments

Qualifications

Required:

• High School Diploma or GED/equivalent
• At least 5 years of work experience as an administrative assistant, office manager, or position of similar function supporting executives
• Proficiency with Microsoft Office (Outlook, Teams, Word, PowerPoint)

Preferred:

• Associates Degree in Business Administration or other relevant field
• 5 or more years of experience supporting one or more executive directly
• Experience with calendar management, including logistical coordination for both domestic and international travel
• Experience with proofreading or editing written communications

Benefits:

• Medical, Dental, Vision
• Paid Time Off
• Sick Paid Time Off
• Matching 401K
• Competitive compensation
• Personal Development Opportunities