Executive Assistant/Office Manager

One of Airetel Staffing's valued clients is looking for a Executive Assistant & Office Manager located in Dallas, TX.

Summary

The Administrative Assistant & Office Manager plays a pivotal role at the center of the Dallas office, serving as both a partner to the executives and the anchor for daily operations. This hybrid position supports senior leadership with high-level calendar and administrative management while also driving office operations, vendor relationships, and the overall workplace experience.

The ideal candidate is proactive, highly organized, naturally service-oriented, and energized by building structure, supporting people, and creating an exceptional professional environment where both individuals and the business can thrive.

Essential Duties And Responsibilities

The essential functions include, but are not limited to the following:

• Serve as the primary point of contact for all internal and external stakeholders for the Dallas office, ensuring a seamless and professional experience.
• Strategically manage the CFO's calendar, including complex scheduling, prioritization, and meeting coordination.
• Provide calendar support to the CEO in close partnership with the Chief Executive Assistant to ensure continuity and alignment.
• Proactively coordinate all meeting logistics, including conference room preparation, technology setup, and day-of execution.
• Oversee day-to-day office operations, including mail distribution, shipping, and receipt of all deliveries.
• Act as the first point of contact for all visitors, managing logistics in advance and providing on-site hospitality and coordination.
• Manage procurement, organization, and inventory of all office supplies for the Dallas location.
• Lead vendor relationships for the Dallas office, including sourcing, coordination, and ongoing service management.
• Liaise with building management and oversee all building-related matters, including access coordination and onboarding support for new employees.
• Prepare and submit accurate and timely expense reports for multiple executives, ensuring proper coding and compliance.
• Partner with IT to coordinate technical support, system access, software provisioning, and hardware setup.
• Champion a positive, professional, and high-performance office culture through proactive service, organization, and engagement.

Minimum Qualifications (Knowledge, Skills, And Abilities)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Minimum of three (3)+ years of experience in office management, operations management, or a related administrative leadership role; startup or private company experience strongly preferred.
• Demonstrated experience utilizing expense management platforms and financial reporting tools with a high degree of accuracy.
• Advanced proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint), with the ability to leverage technology to enhance efficiency and organization.
• Proven experience managing vendor relationships, including coordination, service oversight, and issue resolution.
• Exceptional written and verbal communication skills, with the ability to interact effectively and professionally at all levels of the organization.
• Highly organized, detail-oriented, and able to successfully prioritize and multitask in a fast-paced, dynamic environment.
• Demonstrated integrity, discretion, and sound judgment, with the ability to manage sensitive and confidential information with professionalism.

Education

• Bachelor's degree in Business Administration, Finance, Management, Hospitality, or a related field preferred; or 5+ years of equivalent experience in office management, executive support, or administrative roles within professional services, finance, private equity, wealth management, or high-end hospitality.
• Proficient skills in Microsoft Office products including Excel, PowerPoint, Word, Office365, Teams, OneNote as well as other common office management and organizational systems.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. This role is primarily onsite in an office environment and requires long periods of sitting or standing.

The employee may be required to push, pull, bend, lift or move up to 35 pounds This role will require the ability to drive an automobile to transport from one location to another in a safe and secure manner.

We are an equal employment opportunity employer

Acknowledgment

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

Airetel Staffing, Inc. is nationally recognized as Best of Staffing - Diamond Award Winner. For more details or to view other opportunities, visit us at www.airetel.com or call 214-353-0561.

Skills

Administrative Management, Administrative Skills, Business Administration, Calendar Management, Communication Skills, Detail Oriented, Establish Priorities, Executive Assistant Skills , Expense Management, Expense Reports, Finance, Financial Reporting, Hardware Administration, Head of Finance, Leadership, Lift/Move 35 Pounds, Logistics Management, Mail Processing, Management Strategy, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Multitasking, Office Management, Onboarding, Operations, Operations Management, Organizational Development/Management, Organizational Skills, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Private Wealth Management, Problem Solving Skills, Procurement Management, Professional Services, Property Management, Safety/Work Safety, Startup, Supplier Relationship Management (SRM), Technical Leadership, Technical Support, Time Management, Vendor/Supplier Relations, Writing Skills

About the Company

Airetel Staffing, Inc