Job Title:
Executive Assistant
Reports To:
Chief Executive Officer
Location: Dallas, TX – Headquarters (Lewisville, TX)
The Executive Assistant to the CEO provides direct, high-level support to the CEO and practical coordination across the Office of the CEO. The work ranges from complex project planning and global travel to the daily standard work that keeps the office running. The person in this role anticipates what is needed, prepares the CEO well, and follows through without being asked twice.
This is a peer role inside a small team of supportive executive assistants. Supporting one another, so the executive team is supported, is how the office works. The EA contributes to that and relies on it. As the direct support to the CEO, the role is focused on coordinating with other EA team members and keeping work moving.
Discretion is absolute. The EA represents the CEO, and does so with maturity, tact, and good judgment.
The role is in the office Monday through Friday, with the willingness to be available after hours when needed due to travel, etc.
What you bring:
• Experience supporting a C-level leader in a global, public company, including travel, calendaring, project coordination, and the daily work that keeps an office running
• Judgment about what to handle, what to raise, and what to leave alone
• Clear, direct communication and the habit of closing the loop
• Comfort with highly energetic executives who operate across time zones
• A natural fit on a small team of executive assistants who support one another in support of the executive team
• Absolute confidentiality, and the maturity to hold it when it would be easier not to
Summary of Duties & Responsibilities:
- Utilize expert time management skills and judgment to conserve the CEO's time by efficiently sorting mail, screening and managing correspondence, telephone calls, and meeting requests.
- Proactively develop and manage the corporate calendar, incorporating key meetings and dates as directed by the CEO. Take charge of scheduling, monitoring, and confirming appointments, preparing for meetings with clients, staff, vendors, and developing itineraries as needed.
- Prepare, proofread, and edit all correspondence and communications, ensuring accuracy and clarity. Conduct proactive research to provide the CEO with relevant information or data for completing standard work or preparing for meetings.
- Organize and maintain documents, records, files, and binders, including processing expense reports and receipts. Review travel expenses of direct reports to ensure policy compliance and address any inconsistencies before submission for CEO approval.
- Coordinate all aspects of meeting and travel logistics, including advanced research, reservations, and transportation. Manage the corporate aviation vendor relationship and ensure compliance with travel and expense policies regarding the CEO's private air travel. Maintain meeting and trip reports.
- Manage the CEO's databases and contact lists, maintaining accurate information on business associates, event background, and media contacts.
- Run errands, including personal tasks, as needed to support the CEO.
- Assist other administrative assistants and act as a backup in their absence to ensure business continuity.
- Coordinate the logistics for Board of Director meetings.
- Perform other duties as assigned.
Event Planning:
- Serve as the CEO's ambassador to coordinate and delegate tasks for internal and external functions as required.
- Coordinate full life cycle event logistics, ensuring the successful execution of onsite and offsite meetings, conferences, and special events. This includes managing all logistics for Board of Directors meetings.
- Build CEO-level PowerPoint presentations and draft return emails at the CEO's request.
Strategic:
- Act as a liaison for communications with executive leadership, staff, external clients, and the public, having a firm understanding of the CEO's intent and guidance regarding company policies and operations.
- Manage multiple projects simultaneously, prioritizing work based on risk, importance, urgency, and potential implications.
- Collect and analyze information to prepare company reports.
- Support and implement professional agendas.
- Prepare briefings and conduct research prior to internal and external meetings.
- Provide oversight and guidance on projects of high importance.
- Perform additional duties as needed in support of the CEO and their team/organization.
Minimum Basic Qualifications:
- Preferred: BA/BS degree, although not required.
- Minimum of 10 years' experience working as an Executive Administrator/Assistant to C-Suite leaders, ideally supporting CEOs of public companies.
- High proficiency in contemporary Microsoft Office applications, including Outlook, Word, Excel (including building and editing), PowerPoint, SharePoint, and social media.
- Excellent written and verbal communication skills, with the ability to write clear and concise business correspondence, demonstrate excellent spelling and grammar, and exhibit strong phone etiquette.
- Skilled in Internet use and research.
- Ability to communicate in a positive, courteous, professional, and tactful manner via email, telephone, and in person with co-workers, management, clients, and others.
- Strong interpersonal skills and the ability to work effectively with partners and stakeholders.
- Responsive to questions and requests in a timely manner.
- Demonstrated project coordination, organization, and problem-solving skills. Experience in event planning is a plus.
We offer a comprehensive benefits package which includes:
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Spending and Savings Accounts
- 401(k) Plan
- Vacation, Sick Leave, and Holidays
- Income Protection Plans
- Discounted Insurance Rates
- Legal Services
Enovis also offers employees comprehensive employee benefits, a description of which can be accessed here: Careers | Enovis
