Previous Job
Executive Administrative Staff Specialist
Ref No.: 19-08492
Location: Austin, Texas
Title: Executive Administrative Staff Specialist
Locations: Austin TX
Job ID: 19-08492
Contract Type: W2

Job Description
  • Senior Executive Assistant/ Project Manager needed for high level complex administrative work for CEO & President.
  • Assists as the Project Manager or new and ongoing projects.
  • Under general supervision, performs responsible, professional work coordinating various projects, including:
  • Developing and managing project work plans, to include establishing work plans, leading team activities, managing day-to-day operational aspects of a project.
  • Define and control project scope, resource requirements, timelines and schedule, and deliverables.
  • Coordinate and monitor project budget. Gathering and evaluating data.
  • Work closely with all stakeholders to contract for, implement, monitor, assess, and improve the performance of projects.
  • Continually monitor and report project progress to stakeholders and elected officials
  • Analyze programs or operations to determine how they affect other programs or operations and whether/how they could be better coordinated. Identifying risk points and proposing solutions or escalating to leadership as needed ensuring project metrics are achieved with agreed-upon outcomes to ensure the successful implementation of the assigned project.
  • Document existing operations or work streams and analyzes potential changes to maximize coordination or efficiency.
  • Participate in strategic and operational planning exercises with stakeholders.
  • Supports the executive team (CEO, COO & CFO) by providing calendar management, scheduling and providing administrative support for meetings, high level partner meetings, and administrative support to prepare for meetings by assisting with presentations and materials for Board and Committee meetings. Provides ad hoc support on a daily basis as needed. Serves as a direct liaison between departments to obtain approval of documents.
  • Utilizes computer to perform heavy volume of complex scheduling of internal and external meetings for assigned Executive staff, Legal Counsel, Directors, Managers and others as requested. In addition will also support meetings by arranging meeting space, coordinating schedules, and sending meeting notices, may also attend meetings, and take and/or transcribe meeting notes.
  • Prepares executive expense reports and reconciles P-Card or Business Credit Card Statements as assigned. Makes travel arrangements.
  • Completes a variety of special projects and prioritizes information and requests as directed by manager.
  • Reviews, updates, and tracks any and all professional memberships of assigned Executives to ensure any and all credits are completed by annual deadlines.
  • Will work closely with each team member to ensure any educational credits are submitted and will assist with registration of training.
  • Manage the logistics for all organization sponsored events. Maintains the events calendar.
  • Assist Executive staff with gathering responsive information for public information requests and other time- sensitive and confidential issues, concerns and questions.
  • Perform other project duties as assigned.
  • People Management/Department Management/Business Unit Management:
  • Manage implementation of new service line initiatives and ensure coordination of strategy and initiatives.
  • Adheres to all local, state, and federal regulations
  • Develops and oversees departmental strategy to meet and support the strategic plan
  • Create recruiting model that provides candidates with a superior experience and enables leaders to identify employees who will live the company mission every day.
  • Builds and maintains a superior departmental support team serving all employees in a manner that is consistent with the company's Core Beliefs
  • Leads complex organizational change efforts
  • Evaluates assigned staff performance and competency, providing direct feedback
Skills Required
  •  Structure and content of the English language including the meaning and spelling of words, rules of composition and grammar
  •  Administrative and clerical procedures and systems such as word processing systems, filing and records management systems, transcription, and other office procedures and terminology
  •  Confidentiality methods and techniques for the proper handling and precautions for classified, confidential, and sensitive information
  •  Records management processes and/or methods for inventorying, verifying , logging, preparing, filming/scanning, and filing of records Skill in:
  •  Strong problem solving skills with effective follow through, analyzing information and evaluating results to choose the best solution and solve problems
  •  Strong listening, verbal, presentation and written communication skills
  •  Knowing how to find information and identifying essential information
  •  Performing complex operations in Microsoft Office Suite and the internet.
  •  Performing executive administrative functions including scheduling travel, meeting planning and coordinating calendar activities
  •  Actively learning by working with new material or information to grasp its implications
  •  Listening to what other people are saying and asking questions as appropriate
  •  Actively looking for ways to help people and establishing and maintaining effective working relationships
  •  Communicate information and ideas in writing so others will understand
  •  Managing one's own time and the time of others
  •  Taking and/or transcribing notes of meetings
  •  Finding ways to structure or classify multiple pieces of information
  •  Develop approaches for implementing an idea Ability to:
  •  Pay attention to details
  •  Efficiently shift back and forth between two or more activities or sources of information
  •  Apply independent discretion and judgment in handling sensitive and confidential communications and materials
  •  To handle detail and constantly change between competing priorities
  •  Develop strong interpersonal skills with the ability to interface effective both externally and internally with a wide range of people
  •  Correctly follow a given rule or set of rules in order to arrange things or actions in a certain order including procedures, orders or logical operations

Experience Required
  • Must have at least 3 years of high C-level executive administrative work experience required. Must be recent

Education Required
  • Minimum 60 semester hours from an accredited college. Highly prefer
  • Bachelor's degree

Contact :

Ray Santos I I Sunrise Systems Inc I 105 Fieldcrest Drive Suite 504 Edison, NJ 08837 I (732) 395-4426 I
You can also find me here!!!