Executive Assistant (Dallas, TX) - Austin Industries

Posted 3 days ago

austin externalDallas (TX)

Executive Secretaries and Executive Administrative Assistants Commercial and Institutional Building Construction

SENIORITY

Senior

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About the role

Executive Assistant To The CEOAustin Industries is one of the nation's largest, most diversified U.S.-based construction companies. With more than 8,000 employee-owners, Austin Industries provides nearly every type of civil, commercial and industrial construction services through the expertise of our operating companies: Austin Bridge & Road, Austin Commercial and Austin Industrial. Austin Industries has an outstanding opportunity for an Executive Assistant to the CEO at our corporate headquarters in Dallas, Texas. The Executive Assistant to the CEO provides high-level support, fosters positive relationships with employee-owners, clients, and suppliers. This role also assists senior management departments.

Responsibilities: Executive Support:

Provide high-level administrative support to the CEO as well as other senior leaders of the company.
Support the CEO with logistics and preparation for high-level meetings (e.g., Board of Directors, Leadership Retreats, Key Managers), including compiling materials, coordinating venues, assisting with technology, and adjusting schedule as needed.
Interface with key personnel throughout the company to maintain a congenial working relationship with employee-owners, outside clients, and suppliers.
Open offices, prepare workstations, and review communications (emails, calls, calendars) daily to flag urgent items.
Maintain executive calendar, schedule appointments for luncheons, meetings, etc. and screen all proposed meetings.
Coordinate arrangements for company meetings including obtaining meeting space, notifying attendees, scheduling catering, etc.
Conduct research to keep senior leaders of the company up to date on items pertinent to Austin Industries
Screen visitors and callers to avoid unnecessary burdens on the CEO's time
Handle travel arrangements for the CEO. Contact travel agency, schedule flights, hotels and car rentals. Provide detailed itinerary for reference.
Schedule the conference room for management courses; follow up to assure participant's attendance at scheduled seminars.
Communicate regularly with executives, CFO admin, and Key Managers for PTO and Out of Office notification/planning if necessary.
Serve as a contact/resource to provide information pertaining to various special events and employee-owner-related functions.
Assist in the preparation of special projects, projects include power point presentations, departmental budgets, manuals, or classroom materials
Office & Operations:
Liaise with Operations, People Dept., Legal, and IT to support planning, initiatives, and communication.
Maintain shared folders and manage document filing, distribution, and security.
Oversee the boardroom and copy room to ensure proper functionality.
Manage office supplies (letterhead, envelopes, etc.) and breakroom supplies.
Event Management:
Serve as the point of contact for internal and external stakeholders, managing access to the CEO.Schedule and coordinate meetings, luncheons, and special events, including logistics and catering.
General Support:
Serve in an "as needed" capacity as back-up to other departments.
Engage in ongoing professional development to stay current with business tools and practices.
Perform other duties as assigned.

Qualifications:

Seeking at least five years' comparable executive support experience
Strong background in document control, spreadsheet creation, data visualization, desktop publishing, and presentation development.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Exceptional written and verbal communication skills, including grammar, spelling, and phone etiquette.
Highly organized, efficient, and resourceful with strong attention to detail.
Professional, upbeat, energetic, takes initiative, dependable, and takes pride in work

Requirements:

High school diploma or equivalent; associate's or bachelor's degree preferred
Proven experience in administrative support, including scheduling, document management, and general office operations.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with strong typing and data entry skills
Excellent verbal and written communication, including drafting, proofreading, and editing professional correspondence
Highly organized with the ability to manage multiple tasks, prioritize workload, and meet deadlines
Dependable, punctual, and takes initiative, with a professional and customer service-oriented demeanor
This position reports 100% onsite to the corporate office located in Uptown Dallas
Flexible schedule to accommodate early or late start/end times
Ability to work overtime as needed
Occasional local DFW travel as needed
Applicants must be legally authorized to work for ANY employer in the United States. Austin Industries is unable to sponsor or take over sponsorship of an employment visa for this position.

Benefits & Compensation: We offer excellent benefits including medical, dental, life and disability insurance, and a matching 401K plan. We are proud to be a 100% Employee-Owned Company (ESOP)! To learn more about our employee-ownership structure, please go to https://www.austin-ind.com/our-company/100-employee-owned.Austin Industries is an Equal Opportunity Employer. See the "Know Your Rights" poster available in English and Spanish. Austin Industries and its operating companies engage in almost every type of civil, commercial and industrial construction. Austin is owned entirely by its employees through its Employee Stock Ownership Plan (ESOP). Austin Industries has a rich history. We are one of the largest and most diversified construction firms in the nation. Austin stands on the core values of Uncompromising Integrity, Employee-ownership, Exemplary Service and Excellence in Safety. To learn more about our history, culture and operations, visit us at www.austin-ind.com.No Third-Party Inquiries PleaseThis Company does not accept and will not consider unsolicited resumes or any other unsolicited candidate information submitted to the Company or any of its employee-owners by staffing agencies, search firms, or third-party recruiters in response to a posted vacancy. The Company will not pay any placement fee(s) without a written agreement to do so (i.e., payment must be required pursuant to the terms of a written agreement).Any unsolicited resumes or candidate information submitted to this Company or any of its employee-owners becomes the property of the Company. Accessibility NoteIf you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs or have accessibility concerns, please contact the People Services Team at (877) 831-1217.Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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