Executive Administrative Assistant

Talascend is currently seeking an Executive Administrative Assistant for a contract opportunity with our client in Plano, Texas.

Overview

The role involves providing high-level administrative support to the C-Suite office, performing a wide range of clerical and organizational tasks to ensure smooth operations and effective communication within the organization.

Responsibilities

• Assist the current executive to better serve the C-Suite office by performing general office duties such as mailing, making copies/prints, coordinating schedules, and maintaining office equipment and supplies.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Open, sort, and distribute incoming correspondence including faxes and emails.
• Prepare responses to correspondence containing routing inquiries.
• Assist in event planning including scheduling, catering, setup, and breakdown.
• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, and other documents.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for meetings, including travel planning.
• Manage calendars, prioritize meeting requests, and handle scheduling conflicts proactively.
• Assist with staff onboarding and offboarding, including equipment setup and system access requests.
• Triage and troubleshoot hardware, software, and phone issues.
• Develop and maintain cross-divisional relationships with other admin assistants.
• Handle adhoc administrative duties as they arise.

Qualifications

• Bachelor degree
• 2+ years of corporate experience required
• Strong verbal and written communication skills, multi-tasking, customer service skills, and interpersonal skills
• Ability to work independently and manage time effectively
• Excellent organizational skills and ability to handle confidential information
• Experience with Microsoft Word, Excel, and PowerPoint

Preferred Qualifications

• Experience working with executives is mandatory
• 8-10 years of relevant experience preferred
• Bilingual in Korean and English is optional but advantageous
• Proven event planning and budgeting skills
• Strong relationship-building skills across teams