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Executive Assistant

Department:  Executive

Date Posted: 11/15/2021

Position Summary:  Responsible for providing effective and efficient corporate support to the EVP Administrative Services and any associate he/she is assigned. Acts as a liaison with the EVP’s direct reports to synthesize and prioritize needs and requests.

Position Description:

  • Effectively organizes and prioritizes large volumes of information (files, database, etc.);  communicates related information to the EVP; answers and responds to phone calls in a timely and efficient manner
  • Acts as the principal interface with tenants and coordinates issues on behalf of the Executive team; summarizes and updates EVP as needed
  • Manages the EVP’s calendars
  • Coordinates meetings with staff, exhibitors and 3rd parties including scheduling, reserving room and coordinating F&B needs as applicable
  • Compiles divisional budgets on behalf of the EVP during planning stages and interfaces with finance as the liaison during the preparation of budgets
  • Effectively manages the EVP’s schedule; sorts and distributes mail and messages—determines priority and communicates urgency when needed
  • Monitors and approves time sheets, manages individual comp time earned and used for EVP’s direct reports
  • Interacts and communicates with individuals at all levels of the organization
  • Order signage using GES expresso
  • Manage market information booths including scheduling and ensuring appropriate information is provided
  • Prepare monthly Lease Activity Report and distribute in a timely manner
  • Manage filing
  • Maintain contract list with expiration dates
  • Maintain trademark list with expiration dates
  • Provide information to EVPs from Lease Management system as requested
  • Provides backup support to other Executive Assistants
  • Other related duties as assigned

Required Education:

  • Bachelor’s degree preferred

Required Experience:

  • 5-7 years of executive administrative/office experience
  • Must be able to multi-task in a fast-paced environment
  • Must have a professional demeanor and possess a high level of confidentiality
  • Proficiency in Microsoft Office: Excel, PowerPoint, Publisher, Word, Outlook

Physical Requirements:

  • Office Environment- Ability to sit for vast majority of work shift

Required Core Competencies:

  • Project management experience
  • Capable of process management for activities
  • Expert computer knowledge and experience and ability to learn new software programs as needed 

Additional Required Competencies:

  • Communication:  Effectively listens to others and makes clear and effective oral presentations to individuals and groups regarding work-unit or organization issues.  Communicates effectively in writing; is clear, concise and easily understood.
  • Conflict Management:  Anticipates or seeks to resolve confrontations, disagreements, or complaints in a constructive manner.
  • Customer Focus:  Adapts and maintains a customer-focus mindset that acknowledges the importance and value of the customer, and acts accordingly.
  • Decisiveness:  Assesses risks and takes the appropriate actions needed to achieve work-unit objectives within appropriate time frames.
  • Evaluation:  Monitors work-unit programs, evaluates outcomes, and improves organizational efficiency and effectiveness.
  • Financial Management and Responsibility:  Prepares, justifies, and defends the work-unit budget required to achieve unit objectives; monitors profits and expenses to ensure sound fiscal responsibility.
  • Flexibility:  Adapts to change in the work environment in ways that help work-unit staff keep projects “on course.”
  • Integrity:  Firmly adheres to a code of moral values; is honest and forthright in actions and words.
  • Interpersonal Skills:  Considers and appropriately responds to the needs, feelings, capabilities, and interests of others.
  •  Problem Solving:  Recognizes and defines problems; challenges others to identify alternative solutions, and plans to solve those problems.
  • Resource Utilization:  Responsibly spends financial resources in ways that result in ultimate accomplishment of work-unit or organizational objectives.  Effectively and efficiently uses materials, supplies, equipment, systems or organization facilities.
  • Self-Management:  Engages in the effective use of self-assessment and self-management techniques to proactively and continuously improve own performance.  Exhibits full responsibility for one’s own work achievements and consistently maintains a high level of self-management that contributes to sustained high performance.
  • Time Management:  Effectively uses the time available to complete work tasks and activities that lead to the achievement of expected work objectives (as results or outputs).

To Apply

Apply Direct

Send resume to:

Or mail to:

Dallas Market Center
Human Resources
2100 Stemmons Freeway
Dallas, TX 75207