Business Operations Executive Assistant

Job Title: Executive Assistant, Business Operations Team

Location: S3 Security Headquarters – Plano, TX

About Specialized Security Services, Inc.

For over two decades, Specialized Security Services, Inc. (S3 Security) has assisted organizations with the implementation and oversight of information security, privacy, and regulatory compliance programs. Our reputation is built on integrity, accountability, and a commitment to going above and beyond for our clients. We pride ourselves on thinking differently, staying nimble, and succeeding as a team.

Position Summary

The Executive Assistant to the Business Operations Team provides high-level administrative and operational support to a fast-paced, cross-functional group responsible for internal operations, scheduling, coordination, and delivery support across the organization.

This role is a critical enablement role that ensures the Business Operations Team can operate efficiently, stay organized, meet deadlines, and communicate effectively across internal teams and external stakeholders.

The ideal candidate is proactive, detail-oriented, and highly organized, with strong judgment and discretion. This individual anticipates needs, manages competing priorities, and provides seamless support in a dynamic, client-focused environment.

Essential Duties and Responsibilities

Core Administrative & Operational Support

• Provide comprehensive administrative support to the Business Operations Team, ensuring day-to-day activities run smoothly and efficiently.
• Manage calendars, schedule internal and external meetings, coordinate logistics, and resolve scheduling conflicts with minimal direction.
• Prepare agendas, meeting materials, and follow-up documentation; take detailed notes and distribute meeting minutes as needed.
• Monitor timelines, deadlines, and action items on behalf of the team and follow up to ensure completion.

Communication & Coordination

• Serve as a primary coordination point between the Business Operations Team and internal departments, maintaining professionalism, credibility, and trust.
• Draft clear, accurate, and professional correspondence, emails, acknowledgements, and internal communications.
• Manage incoming emails, calls, and requests for the Business Operations Team, prioritizing appropriately and routing items as needed.
• Maintain confidentiality and exercise sound judgment when handling sensitive information.

Travel, Logistics & Documentation

• Coordinate and manage travel arrangements, itineraries, and related documentation for team members as required.
• Maintain organized electronic filing systems for operational documents, schedules, correspondence, and records.
• Assist with preparation and assembly of materials for internal meetings, leadership reviews, and client-facing engagements.

Team Enablement & Process Support

• Support the Business Operations Team by tracking progress on operational initiatives and ensuring deliverables are accurate and timely.
• Proactively identify opportunities to improve administrative processes, organization, and workflow efficiency.
• Develop and maintain a strong understanding of the company’s services, internal processes, and operational rhythms.
• Provide administrative support and guidance to other team members or administrative staff as needed.

General Expectations

• Demonstrates exceptional organizational skills and meticulous attention to detail.
• Maintains punctual, reliable attendance and a high level of professionalism.
• Works collaboratively with a service-oriented mindset and strong relationship-building skills.
• Communicates clearly and calmly under pressure in a fast-paced environment.
• Follows direction from Business Operations leadership and collaborates effectively with executive and operational teams.
• Performs other related duties as assigned.

Qualifications

Education & Experience

• High school diploma required; college coursework preferred.
• Minimum of five (5) years of professional experience in an executive assistant, senior administrative assistant, or similar support role.
• Experience supporting multiple leaders or teams in a fast-paced professional environment preferred.

Skills & Competencies

• Exceptional written and verbal communication skills.
• Strong organizational and time-management abilities with the ability to manage shifting priorities.
• High level of discretion, integrity, and sound judgment.
• Proficiency with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint); experience with CRM or contact management systems preferred.
• Ability to work independently while remaining closely aligned with team needs and leadership direction.

Physical Requirements

• Occasionally lift and/or move up to 10 pounds.
• Regular use of hands, vision, hearing, and verbal communication.
• Frequent standing, walking, and sitting.

Additional Information

To All Agencies: Please do not contact any employee of Specialized Security Services, Inc. outside of the Talent Acquisition Team. Agencies must have a valid fee agreement and be assigned the specific requisition prior to submitting candidates. Any resumes submitted outside of this process will be considered the sole property of S3 Security.