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Administration Assistant
Administration AssistantSwoon • Dallas, TX, US
Administration Assistant

Administration Assistant

Swoon • Dallas, TX, US
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Job Description

Job Description

Job Title : Administrative / Executive Assistant 2

Location : Onsite in Dallas, TX – Williams Square, Corporate Headquarters

Duration : 12 months

Pay : Roughly $18.50 / hour W2 or $21 / hour C2C

Job Description :

The Administrative / Executive Assistant will support the Electric Power Division's Large Electric Power Solutions team by managing scheduling, correspondence, and coordination of global travel and dealer meetings. This individual will act as a key communication point between directors and external / internal stakeholders, ensuring efficient office operations and high-level support.

Key Responsibilities :

  • Coordinate calendars and schedule meetings, including global and dealer-facing events.
  • Prepare invoices, memos, reports, and other business documents.
  • Organize accommodations and meeting logistics (room setup, agendas, catering).
  • Manage records, retrieve reports, and ensure information confidentiality.
  • Sort and respond to incoming correspondence and inquiries.
  • Order office supplies and assist with basic bookkeeping tasks.

Typical Day & Team Interaction :

  • Heavy Outlook calendar management, daily use of Microsoft Office Suite.
  • Coordination with both internal leaders and external dealers.
  • Frequent collaboration via Microsoft Teams and in-person interactions.
  • Planning and executing face-to-face meetings with attention to detail.

    • Qualifications (Required) :

  • High school diploma or GED.
  • 2–4 years of administrative support experience.
  • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
  • Strong organizational skills and the ability to multitask.
  • Excellent communication and interpersonal skills.
  • Ability to maintain confidentiality and manage sensitive information.

    • Qualifications (Desired) :

  • Experience working in global teams or with international stakeholders.
  • Familiarity with SharePoint and designing presentations in PowerPoint.
  • Executive presence and ability to work independently when needed.

    • Disqualifiers :

  • Inability to multitask or manage calendars in Outlook.
  • Poor communication or time management skills.
  • Lack of discretion and confidentiality.

    • Why This Role?

    This position serves as a key bridge between leadership and external partners, giving visibility into global operations and dealer relations. Ideal for someone who thrives on organization, collaboration, and impactful communication.

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    Administration Assistant • Dallas, TX, US