Executive Assistant / Office Manager

HFOC - Dallas, TX (30+ days ago)


Job Summary:
This position is responsible for a variety of administrative tasks within the Reunion Tower Management Company (RTOC). Reporting to the President, this position will provide administrative support to senior management within Reunion Tower Management Company. In this capacity, the successful candidate will be responsible for the following:

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Additional job duties including, but not limited to the following:

Managing and updating appointments, meetings and special events for the President.
Write & maintain letters, memos, policies, calendar events, event invitations, mailing lists, menus, etc. for the Operations team.
Assisting the Human Resources department in planning and coordinating team member events.
Maintain common office work spaces (conference rooms, storage space, cubicles) and stock as appropriate with office supplies, stationary, business cards.
Coordinate travel schedules and trip itineraries for the management team
Provide receptionist support as needed.
Act as office manager and handle all supply orders, mail, shipping, office equipment service calls, cleaning, parking arrangements, etc.
Coordinate VIP or ownership requests or visits. Assist with special events, including after office hours and weekends.
Monitor website guest inquiries and coordinate appropriate communications.
Manage mail, files, email filing, etc.
All other responsibilities as defined by management.
Guest Recovery when calling in post visit.
Manage accounting department, including assisting in department needs.
Provide backup support to HR.
Produce Business Reports (Business Plans, Strategic Plans, etc.)
Coordinate community service activities.
Manage donation requests.

Specific Job Knowledge, Skills, and Abilities:
Highly skilled in MS Office and other presentation programs
Confidentiality is paramount to this position
Comfort level with sensitive or confidential information data or communications
Excellent verbal and written communication skills
Superb business writing and grammar skills
Strong organizational, analytical and interpersonal skills
Flexibility in terms of schedule to accommodate business needs
Ability to effectively communicate with all levels of employees, candidates and vendors
Friendly, upbeat, supportive personality at all times
Excellent phone and email etiquette
Writing — Communicating effectively in writing as appropriate for the needs of the audience
Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times
Reading Comprehension — Understanding written sentences and paragraphs in work related documents
Speaking — Talking to others to convey information effectively
Time Management — Managing one's own time and the time of others
Service Orientation — Actively looking for ways to help people
Coordination — Adjusting actions in relation to others' actions
Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one
Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action
Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences
Near Vision — The ability to see details at close range (within a few feet of the observer)
Oral Expression — The ability to communicate information and ideas in speaking so others will understand
Written Comprehension — The ability to read and understand information and ideas presented in writing
Written Expression — The ability to communicate information and ideas in writing so others will understand
Speech Clarity — The ability to speak clearly so others can understand you
Speech Recognition — The ability to identify and understand the speech of another person
Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations)
Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem
Category Flexibility — The ability to generate or use different sets of rules for combining or grouping things in different ways

Physical Demands:
Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles
Kneeling: Bending legs at knee to come to a rest on knee or knees
Reaching: Extending hand(s) and arm(s) in any direction
Standing: Remaining upright on the feet, particularly for sustained periods of time
Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another
Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward
Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion
Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to-position
Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling
Grasping: Applying pressure to an object with the fingers and palm
Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips
Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly
Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound
Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects
The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned
The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes

Qualification Standards:
College degree or equivalent

Experience:
Minimum of 5 years of focused Executive Assistant experience
Prior experience in managing projects, special events or office management

Licenses or Certificates:
Ability to become CPR/First Aid Certified

Grooming:
All employees must maintain a neat, clean and well-groomed appearance per Reunion Tower Operating standards

The Company is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, and other legally protected characteristic. The EEO is the Law poster is available here: http://www1.eeoc.gov/employers/poster.cfm

Required Skills

Required Experience