Executive Assistant

Executive Assistant

Job Locations US-TX-Dallas

Req Number

2024-10369

Category

Administrative Support

Type

Regular Full-Time

Job Summary

Provides advanced administrative support to the Finance and Accounting department reporting to the Chief Financial Officer.

Provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing administrative functions such as preparing correspondence, taking notes or minutes for meetings, receiving visitors, arranging conference calls, and scheduling meetings.

Serves as liaison between Finance and Accounting leadership and various departments. Generally has some supervisory guidance, but primarily relies on experience and personal judgment to make decisions that impact performance.

Uses independent judgment on changes that directly affect administrative functions and processes. Performs ancillary duties as required.

Company Overview

Established in 1946, TDIndustries has developed into one of America's premier Mechanical Construction and Facility Services companies serving clients through the full life-cycle of a facility, to include engineering, construction, operations and maintenance.

For 70 years, our employee-owned company has provided innovative services that optimize the performance of world-class mechanical and electrical systems that serve healthcare facilities, hotels, schools, sports arenas, mission critical facilities and industrial complexes and other essential institutions.

Our employees, whom we call "Partners" are the heart of our success and what sets us apart from our competitors. FORTUNE Magazine recognized TDIndustries as one of the "100 Best Places to Work", "Top 50 Training Organizations" and "Top 30 Companies to Retire From" due to our solid commitment to the personal and professional development of each employee.

Essential Duties

Provides advanced administrative support for the Chief Financial Officer and Finance and Accounting leaders for all day-to-day operations in their business unit or functional area.

Functions as liaison between CFO and Finance and Accounting leadership and various departments to facilitate smooth daily company operations.

Handles administrative assignments of a confidential and complex nature requiring considerable use of discretion, tact, and diplomacy.

Ensures Finance and Accounting leadership is informed of deadlines and issues as they occur.

• Manages new hire onboarding process to include : access to appropriate systems, arranging badge, phone and computer setup, access to system folders / drives, time reporting process, expense reporting process, new hire bio on the Pipeline, and credit card setup / cell phone if applicable.
• Reads and analyzes incoming generic communication and determines appropriate action. Manages the flow of information to Finance and Accounting leadership team.

Screens and manages electronic communications and phone calls for assigned senior leader(s).

• Provides administrative management and coordination for TD's purchase card issuance and related expense report processes.
• Prioritized conflicting needs; handles matters expetitiuosly, proactively, and follow-through on projects to successful completion.
• Schedules and organizes meetings and travel arrangements. Manages calendars of Chief Financial Officer and shared calendars and project lists for Finance and Accounting leadership.

Manages overall Finance and Accounting calendar for meetings and other activities.

Assists with monitoring budget including tracking expenditures and providing reports. Assists in the reconciliation of budget statements and budget creation.

Prepares, codes and processes invoices and expenses reports.

Prepares agendas and supporting meeting handouts. Composes, creates, formats and reviews correspondence including reports, letters, and memos using Microsoft products for spreadsheet, database, or presentation.

Conducts research, compiles data and prepares summary reports based on results. Formulates documents and reports for consideration and presentation by executives, committees, and boards of directors.

• Plans, arranges and executes large parties, team-building events, group outings and manages catering.
• Mentors, guides and trains other administrative staff as required.
• Coordinates with facilities on cubicle space planning and build-out layout.

TDIndustries is an Equal Opportunity Employer. TDIndustries recruits qualified applicants and advances in employment its employees without regard to race, color, religion, sex, gender, sexual orientation, gender identity, gender expression, age, disability, genetic information, ethnic or national origin, marital status, veteran status, or any other status protected by law.

EOE Minorities / Females / Protected Veterans / Disabled

Minimum Requirements

• Associate's Degree in Business or related field is preferred.
• 7+ years
• Must have demonstrated proficiency with Microsoft Suite such as Outlook, Word, PowerPoint, OneNote, Excel.
• Experience with managing meeting coordination and handling confidential / sensitive information is essential.
• Excellent communication skills, both written and oral.
• Previous experience providing support to executive management.
• Ability to effectively plan, organize, delegate and control work processes.
• Demonstrates initiative, positive attitude and strong work ethic.
• Ability to prioritize tasks, work effectively under stress and meet short deadlines.

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