Department Executive Assistant to the Office of the Chief Strategy Officer

About Us

Make sure to apply quickly in order to maximise your chances of being considered for an interview Read the complete job description below.

CreditServe is a dynamic and innovative consulting company with a strong commitment to quality, innovation, and client satisfaction.

We have experienced rapid growth and success over the years. With a strong focus on pushing the boundaries of what's possible, we are seeking top-tier talent that adds intrinsic value to our organization.

Role Overview

We are seeking a highly organized, proactive, and experienced Department Executive Assistant to support the Office of the Chief Strategy Officer (CSO) and the CSO’s direct reports, including the Chief Technology Officer (CTO) and Chief Credit Officer (CCO).

This role involves providing high-level administrative support, managing departmental activities, coordinating schedules, and facilitating seamless communication across the executive leadership team.

This position will also involve managing vacation schedules, maintaining executive email communications, taking notes, ensuring follow-up, compiling and communicating updates, and assisting with project coordination.

The ideal candidate will have at least 10 years of experience in executive support roles, with a proven ability to multitask in a fast-paced environment.

Role Responsibilities

Administrative Support Calendar & Email Management

• Provide comprehensive administrative assistance to the CSO, CTO, and CCO.
• Serve as the first point of contact for internal and external stakeholders, ensuring professional and timely communication : asking follow-up questions for clarification, communicating with third parties, setting reminders, and setting aside time dedicated to various administrative and high-priority tasks, etc.
• Manage and coordinate vacation schedules across the executive team, ensuring proper backup coverage during absences. Communicate with relevant team members to delegate responsibilities.
• Manage vacations and out-of-office calendar schedules across the organization.
• Maintain detailed backup schedules for executives and their teams during planned absences.
• As needed, manage and maintain email communications on behalf of executives, responding to inquiries, drafting responses, and prioritizing urgent matters.

Vendor Relations & Department Invoicing

• Manage external vendors, coordinate and manage meetings, contracts, and renewal schedules.
• Track departmental spending, ensuring budget adherence, and maintaining detailed spending reports.
• Work closely with finance to reconcile invoices and track departmental expenses.

Executive Communications

• Draft and edit executive communications, reports, and presentations for both internal and external audiences.
• Prepare briefing materials, summaries, and key notes for executive team meetings and external engagements.
• Act as a communication hub between executives and departments, ensuring clear and concise information flow.

Executive Reporting

• Consolidate updates and reports from various teams for executive-level reporting.
• Collaborate with the executive team to manage department-level projects, including planning, execution, and follow-up actions.

Onboarding & Human Resources Coordination

• Collaborate with HR to oversee and manage the onboarding process for new Department hires, including scheduling and documentation.
• Maintain personnel records for the department and provide support for hiring processes, including scheduling interviews and organizing candidate communications.
• Schedule annual reviews, bonus reviews, and quarterly bonus check-ins with C-Suite Direct Reports. Maintain quarterly projection org / hiring charts and assist in filling out position request documentation.

Meeting & Event Coordination

• Plan, organize, and manage department-level meetings, executive off-sites, and events.
• Prepare agendas, take detailed minutes, and follow up on action items from meetings.
• Coordinate logistics for high-profile meetings, including board meetings and client presentations, ensuring seamless execution.

Confidential Document Management

• Handle confidential documents and records, ensuring they are securely managed and easily accessible.
• Ensure all documentation complies with company policies and procedures.

Office Operations & Special Projects

• Oversee office operations, including supply management, vendor coordination, and department-level activities.
• Lead or support special projects and initiatives as assigned by the executive team.
• Act as a liaison between departments to ensure cross-functional initiatives run smoothly.

Minimum Qualifications (required)

• Minimum of 10 years of experience in an Executive Assistant role, preferably supporting (C-level) executives.
• Demonstrated experience managing complex calendars, executive travel arrangements, and meeting logistics.
• Experience managing vendor relationships, department invoicing, and budget tracking.
• Strong ability to draft and edit executive communications, reports, and presentations.
• Excellent organizational skills with the ability to manage multiple priorities and meet tight deadlines in a fast-paced environment.
• High degree of professionalism, discretion, and confidentiality when handling sensitive information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• Strong project management understanding and experience coordinating executive-level initiatives and timelines.
• Ability to manage executive email communications, prioritize urgent issues, and assist in coordinating responses.
• Proven ability to manage vacation schedules and coordinate coverage during executive absences.
• Strong interpersonal skills and the ability to build relationships at all levels of the organization.
• Ability to work independently and anticipate the needs of the executive team, demonstrating initiative and flexibility.
• Judgment and Problem-Solving : Being able to make sound judgment calls, prioritize, and solve problems.
• Organization and Time Management : Ability to organize documents, meet deadlines, and plan time allocation.

Preferred Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field.
• Experience in technology, data, or innovation-driven industries.
• Experience with project management tools and methodologies including Jira or similar software) is a strong plus.
• Familiarity with HR processes, onboarding, and team growth support.
• Familiarity with basic budget and expense management is a strong plus.

Pay : $85,000 - $95,000 per year

Benefits

401(k) 4% Match

Dental Insurance

Disability insurance

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid sick time

Paid time off

Vision Insurance

Schedule : Day shift

Work Location : Southlake / Grapevine area. Hybrid In-Office

The role may require occasional travel and flexible working hours based on the executive team’s needs.

Why CreditServe

At CreditServe, we take immense pride in our team's exceptional skills and their track record of delivering industry-leading results.

We aim to invest in dedicated, long-term employees who exhibit a knack for rapid learning and aspire to grow alongside us.

Joining our team means actively participating in the creation of cutting-edge solutions, accessing invaluable learning resources, and being part of a company that deeply appreciates its skilled workforce.

We provide a highly competitive benefits package, inclusive of a 401k plan. We are passionate about work-life balance! Expect a vibrant atmosphere and limitless avenues for personal and professional growth.

Job Type : Full-time

Pay : $85,000.00 - $95,000.00 per year

Experience :

• Travel planning : 5 years (Required)
• Executive Assistant role, preferably supporting (C-level) : 10 years (Required)
• Microsoft Powerpoint : 5 years (Required)
• Microsoft Excel : 5 years (Required)

Ability to Commute :

Grapevine, TX 76051 (Required)

Ability to Relocate :

Grapevine, TX 76051 : Relocate before starting work (Required)

Work Location : Hybrid remote in Grapevine, TX 76051

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