Executive Assistant

Executive Assistant

Westwood Professional Services, Inc.

The Executive Assistant provides high-level, strategic administrative support to members of the executive leadership team, including the COO and other C-level executives. This role serves as a trusted partner to senior leadership, enabling operational efficiency, informed decision-making, and seamless execution of executive priorities. The ideal candidate demonstrates exceptional professionalism, discretion, business acumen, and the ability to anticipate executive needs in a dynamic, fast-paced environment. This is an in-office position at our HQ in Plano.

* Provides comprehensive executive-level administrative support
* Manages highly complex calendars, meetings, and executive travel arrangements
* Acts as a strategic gatekeeper and liaison between executives, senior leaders, and external stakeholders
* Prepares and edits executive communications, presentations, reports, and briefing materials
* Coordinates and schedules meetings, prepares agendas, presentation materials, minutes, and follow-up actions
* Tracks executive priorities, deadlines, and deliverables to ensure alignment with organizational goals
* Supports strategic initiatives, special projects, and confidential assignments
* Handles highly sensitive and confidential information with absolute discretion
* Anticipate executive needs and pro-actively resolve scheduling, communication, and operational challenges
* Partners closely with other executive assistants and senior leadership team members to ensure seamless coordination
* Routinely monitors own work for accuracy and completeness to ensure quality.
* Works quickly and efficiently to maintain production goals and to complete tasks on time.
* Shows initiative, problem-solving skills, and reliability.
* Able to multitask and switch direction of workflow quickly when required.

* Proficient in current versions of Microsoft Office components, particularly Word, Excel, and Outlook.
* Working knowledge of other desktop publishing software such as Adobe Acrobat, Photoshop, and PowerPoint.
* Able to clearly and professionally communicate, both verbally and in writing.
* Has advanced knowledge of general business document formatting and procedures.
* Able to compose professional letters, memos, and other correspondence based on minimal information.
* Experience with standard business equipment, including multiline telephones, photocopiers, fax machines, binding machines, postage scales and meters, etc.
* Able to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
* Proficient at typing at least 40 words per minute.
* Ability to manage difficult situations, provide exceptional customer service, deal sensitively with confidential information, and work with a high degree of professionalism and with a strong work ethic
* Ability to make well-reasoned and timely decisions based on careful, objective review and informed analysis of available considerations and factors.

* Bachelor's degree preferred or equivalent combination of education and experience
* Minimum of 3 years of experience supporting C-suite or senior executives
* Demonstrated ability to operate with a high level of independence and sound judgment
* Exceptional organizational, time management, and problem-solving skills
* Advanced proficiency in Microsoft Office Suite and collaboration tools
* Outstanding written and verbal communication skills
* Proven ability to maintain confidentiality and exercise discretion

* Experience using VantagePoint a plus, but not required
* Experience supporting a CEO or multiple C-level executives
* Familiarity with project management and enterprise collaboration tools
* Experience in a fast-paced, highly complex organization