Executive Assistant & Special Projects Coordinator

Title of Job: Executive Assistant & Special Projects Coordinator

Status: Exempt

Reports To: Vice President of Operations

Location: Mansfield, TX 100% On-Site

Summary of Position: The Executive Assistant & Special Projects Coordinator provides high-level administrative support to the Vice President of Operations and manages special projects that drive operational efficiency and strategic initiatives. This role requires exceptional organizational skills, decision making, advanced proficiency in Microsoft Office applications, and the ability to work independently while handling multiple priorities in a fast-paced environment.

Job Responsibilities/Essential Functions:

• Provide comprehensive executive support, including calendar management, meeting coordination, and preparation of presentations and reports.

• Assist in planning, tracking, and executing special projects from concept to completion, ensuring deadlines and objectives are met.

• Develop and maintain dashboards, reports, and documentation for project progress and performance metrics.

• Coordinate with internal teams and external stakeholders to ensure smooth execution of initiatives.

• Prepare and edit documents, presentations, and training materials with accuracy and professionalism.

• Handle confidential information with discretion and maintain a high level of professionalism in all interactions.

• Anticipate needs, identify opportunities for process improvements, and proactively recommend solutions.

• Perform data analysis and financial analysis to support decision-making and project evaluations.

• Preparing materials for legal, board, or strategic meetings

• Other duties as assigned

Required Knowledge, Skills, and Abilities: To perform this job successfully an individual must be able to excel at each duty outlined above and have the following knowledge, skills, ability and background. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform this job.

• Advanced proficiency in Microsoft Excel, PowerPoint, Outlook, and related applications.

• Strong organizational and time-management skills with attention to detail.

• Excellent written and verbal communication skills.

• Ability to work independently, prioritize tasks, and meet deadlines under pressure.

• Self-starter, forward thinker, goal-oriented, and driven to achieve results.

• Ability to maintain confidentiality and exercise sound judgment.

• Strong analytical skills for data and financial analysis.

Minimum Qualifications:

• 18 years of age or older

• Must be able to pass a drug test

• Must be able to pass a background check

Preferred Qualifications:

• Experience supporting executives in a fast-paced environment.

• Project management background with ability to lead and coordinate initiatives.

• Experience in data analysis and financial reporting

Physical Demands: These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. While performing the responsibilities of the job, the employee may be required to:

• While performing the duties of this job the employee is regularly required to sit, talk and hear.

• The employee must occasionally lift and/or move up to 25 pounds.

• The employee is required to use hands to type, handle, or feel objects, tools and computer controls.

• Specific vision abilities required by this job include close vision and distance vision.

This is a list of the major responsibilities, duties, and physical demands required of this position and may not be all-inclusive. Nothing in this job description restricts the Company’s right to assign or reassign duties and responsibilities to this job at any time.