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executive assistant

Ironside Group

<div>Executive Assistant
Position Summary
The Executive Assistant provides high-level administrative and clerical support to the executive team while also assisting with basic marketing coordination. This role ensures seamless daily operations through organized scheduling, strong communication, and efficient handling of office and project-related tasks. The ideal candidate is detail-oriented, proactive, and comfortable supporting multiple functions in a fast-paced environme
Key Responsibilities:
Executive &amp; Administrative Support<ul><li>Manage complex calendars, schedule meetings, coordinate appointments, and arrange travel.</li><li>Prepare, edit, and format executive-level documents, presentations, and reports.</li><li>Draft correspondence, manage email communications, and support executive workflow needs.</li><li>Maintain confidential files and records with discretion.</li></ul> 
Clerical &amp; Office Support<ul><li>Perform general clerical tasks: filing, scanning, copying, data entry, and mail handling.</li><li>Maintain organized digital and physical filing systems.</li><li>Prepare meeting rooms, coordinate materials, and support in-office events.</li><li>Handle office supply orders and maintain inventory.</li><li>Assist with preparing onboarding packets and organizing employee paperwork.</li><li>Schedule interviews and coordinate candidate communications as needed.</li><li>Track completion of required forms, trainings, and documentation.</li><li>Assist with creating basic templates, letters, or reports.</li></ul> 
Marketing Support<ul><li>Assist in drafting simple social media posts, newsletters, and internal communications.</li><li>Support coordination of marketing events, outreach, and promotional activities.</li><li>Maintain mailing lists, organize digital marketing assets, and update marketing documents.</li><li>Assist with basic website updates or content posting as directed.</li><li>Coordinate with vendors for promotional items, event materials, or branded assets.</li></ul> 
Project &amp; Process Coordination<ul><li>Track deadlines, deliverables, and follow-up tasks across departments.</li><li>Support cross-functional administrative projects.</li><li>Assist in improving office processes and standardizing workflows.</li></ul>
Industry
Facilities Services
Employment Type
Full-time 
 
Benefits<ul><li>
401(k)</li><li>
Health/Vision/Dental Insurance</li><li>
Life Insurance</li><li>
Paid time off</li></ul><ul><li>3+ years of administrative or executive assistant experience.</li><li>Strong organizational skills and exceptional attention to detail.</li><li>Excellent written and verbal communication skills.</li><li>Ability to handle confidential information with professionalism.</li><li>Proficiency in Microsoft Office Suite and other scheduling tools.</li><li>Ability to manage multiple priorities in a fast-paced environment.</li></ul></div>

Executive Assistant

Vertam Services

Overview:The Executive Assistant (EA) provides high-level administrative and operational support to the Chief Executive Officer (CEO) and serves as a key liaison between leadership, staff, and external partners. This role ensures the smooth functioning of daily operations, supports organizational planning, and assists with staffing coordination in collaboration with the HR and Office Management teams. The Executive Assistant exercises discretion, professionalism, and excellent judgment while managing confidential information and supporting executive decision-making.Executive Assistant &ndash; Key Responsibilities1. Executive Support<ul><li>Manage the CEO&rsquo;s calendar, schedule, and travel arrangements.</li><li>Prepare meeting agendas, presentations, and reports for executive-level discussions.</li><li>Coordinate board meetings, leadership retreats, and strategic planning sessions.</li><li>Serve as the CEO&rsquo;s primary point of contact for internal and external communications.</li></ul>2. Staffing &amp; HR Coordination<ul><li>Support the HR team with staffing needs including job postings, interview scheduling, onboarding coordination, and credential tracking.</li><li>Assist with maintaining employee files, records, background checks, and compliance documentation.</li><li>Help track staffing vacancies, recruitment pipelines, and monthly HR metrics.</li><li>Participate in new hire orientation and ensure all onboarding tasks are completed.</li></ul>3. Office Operations &amp; Administrative Management<ul><li>Work collaboratively with the Office Manager to maintain efficient office workflows.</li><li>Oversee administrative processes such as correspondence, scheduling, filing, and supply management.</li><li>Assist with vendor communications, equipment tracking, and facilities coordination.</li><li>Prepare internal memos, organizational announcements, and communication materials.</li></ul>4. Reporting &amp; Compliance<ul><li>Compile and maintain administrative and HR-related reports for internal leadership and accreditation compliance.</li><li>Track and monitor deadlines for required organizational documents and licenses.</li><li>Support policy implementation, internal audits, and accreditation-related tasks.</li></ul>5. Project &amp; Program Support<ul><li>Assist with special projects initiated by the CEO, HR, or senior leadership.</li><li>Organize cross-departmental meetings and monitor project timelines.</li><li>Conduct research, prepare summaries, and support decision-making initiatives.</li></ul>Qualifications<ul><li>3&ndash;5 years of executive assistance, administrative management, or HR support experience.</li><li>Strong organizational, communication, and problem-solving skills.</li><li>High level of professionalism, confidentiality, and discretion.</li><li>Proficiency with Microsoft Office Suite, Google Workspace, and HR platforms.</li><li>Ability to multitask, prioritize, and adapt in a fast-paced environment.</li></ul>Reporting Structure<ul><li>Reports Directly To: Chief Executive Officer (CEO)</li><li>Works Closely With: HR Department, Office Manager, Leadership Team</li></ul>Job Types: Full-time, Part-timePay: $20.00 per hourExpected hours: 25 per weekBenefits:<ul><li>401(k)</li><li>Flexible schedule</li><li>Paid time off</li></ul>Work Location: In person

JMA Energy

EXECUTIVE ASSISTANTPosition SummaryThe Executive Assistant (EA) provides administrative support to the President of the Company, as well as his family. The role requires attention to detail, efficiency, general office administration, and special projects management.Duties and Responsibilities<ul><li>Maintain President&rsquo;s calendar: appointments, meetings, travel, and special occasions. Prepare and distribute related documentation.</li><li>Maintain travel: bookings, scheduling, meeting organization, coordination of any external parties or associations. Maintain travel documentation.</li><li>Manage purchases and sales of personal property and real estate.</li><li>Maintain insurance policies. Track renewals and coordinate RFPs.</li><li>Coordinate with internal and external parties for events attendance and registrations.</li><li>Coordinate with internal and external parties on property issues and event preparations.</li><li>Assist personal accountant with preparing payments and contributions.</li><li>Review billing related to personal expenses.</li><li>Manage company and personal equipment procurement and repairs.</li><li>Maintain and update filing systems, including storage and document retention.</li></ul>Job Specifications and QualificationsA minimum of 5 years of experience in administrative and personal assistant duties. Proficient Microsoft 365 experience required. Bookkeeping and/or accounting experience a plus. An applicant must possess excellent oral and written communication skills. Ability to work independently and discretely, with access to confidential information.Job Type: Full-timeBase Pay: $75,000.00 - $125,000.00 per yearBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Health savings account</li><li>Life insurance</li><li>Paid time off</li><li>Professional development assistance</li><li>Retirement plan</li><li>Vision insurance</li></ul>Ability to Commute:<ul><li>Oklahoma City, OK (Required)</li></ul>Work Location: In person

Gainor Staffing

<div>
 
 Our client, a prominent financial services firm, is seeking an experienced
 
 Executive Assistant.
 
 The position is
 
 fully on site in Midtown Manhattan.
 
 
 
 
 
 
 
 Job Details
 
 
 <ul>
 <li>
 Manage the busy calendars of multiple executives and keep them informed regarding all commitments and responsibilities
 </li>
 <li>
 Prepare meeting materials and generate reports
 </li>
 <li>
 Monitor incoming emails, draft correspondence, and maintain up-to-date contact information in Outlook
 </li>
 <li>
 Arrange travel and logistics
 </li>
 <li>
 Screen incoming phone calls, route appropriately, and take messages
 </li>
 <li>
 Prepare and submit detailed expense reports
 </li>
 <li>
 Handle sensitive information with utmost discretion and confidentiality
 </li>
 <li>
 
 Salary Range: $100-115k annually, based on experience
 
 </li>
 </ul>
 
 
 
 
 
 Skills and Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree preferred
 </li>
 <li>
 
 4+ years&rsquo; Executive Assistant experience at a financial services firm
 
 </li>
 <li>
 Tech savvy, with strong Microsoft Office skills
 </li>
 <li>
 Highly focused, with extremely professional demeanor
 </li>
 <li>
 Dedicated to detail, with excellent writing, communication, and organizational skills
 </li>
 <li>
 Proven ability to maintain utmost confidentiality regarding sensitive information
 </li>
 </ul>
 
 
 
 
 
 
 
 Gainor is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Gainor are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, creed, sex, sexual orientation, gender (including gender identity and expression), age, national origin, immigration status, marital or familial status, citizenship status, ancestry, physical or mental disability, genetic information, reproductive health decision making, veteran or military status, or any other characteristic or status protected under applicable federal, state, or local law.
 
</div>

Cotton Holdings, Inc.

<div><h3 class="jobSectionHeader">Description</h3><div> 
The Executive Assistant provides comprehensive administrative and operational support to the C-Suite, ensuring the efficient management of executive priorities, communications, and scheduling. This position requires exceptional organizational, communication, and problem-solving skills, as well as a high level of professionalism and discretion. Acting as a trusted partner to executive leadership, the Executive Assistant facilitates coordination, planning, and execution of key initiatives that advance company objectives.</div><h3 class="jobSectionHeader"> 
What You&rsquo;ll Do 
</h3> 
<ul><li>Calendar Management: Maintain the schedule, coordinate appointments, meetings, and travel arrangements, ensuring optimal time management and minimal conflicts.</li>
<li> Communication Management: Handle all incoming and outgoing communications, including emails, calls, and written correspondence. Respond promptly to inquiries or direct them to the appropriate parties.</li>
<li> Meeting Coordination: Arrange and organize meetings, conferences, and events. Prepare agendas, collate necessary documents, and take meeting minutes as required.</li>
<li> Information Management: Maintain an organized filing system, both physical and electronic, for important documents, reports, and records related to C Suite Level activities.</li>
<li> Travel Arrangements: Coordinate domestic and international travel arrangements for the C Suite Level and other accompanying personnel, including flights, accommodations, visas, and ground transportation.</li>
<li> Office Operations: Oversee the day-to-day operations of the office, ensuring a professional and welcoming atmosphere. Manage office supplies, equipment, and vendor relationships as needed.</li>
<li> Liaison and Networking: Represent the office with internal and external stakeholders, fostering positive relationships and promoting the C Suite initiatives.</li>
<li> Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion, always maintaining a high level of professionalism.</li>
<li> Project Support: Assist in the execution and tracking of special projects, initiatives, or events under the purview.</li>
<li> Research and Analysis: Conduct research and compile data on various topics, preparing briefs and reports to support the C Suite decision-making process.</li>
<li> Financial Administration: Assist with financial tasks, such as expense reporting, budget tracking, and invoice processing.</li>
<li> Team Collaboration: Work closely with other executives and administrative staff to ensure seamless communication and collaboration across the organization.</li></ul><div></div><h3 class="jobSectionHeader"> 
What You Bring to the Table</h3> 
<ul>
<li>
 Bachelor&rsquo;s degree in business administration, Communications, or a related field is preferred.</li>
<li>5-10 years of direct experience</li>
<li> Proven experience as an Executive Assistant or in a similar high-level administrative role, supporting senior executives or C-level personnel.</li>
<li> Excellent written and verbal communication skills, with the ability to draft professional correspondence and handle complex communication on behalf of the President.</li>
<li> Strong organizational skills and the ability to multitask, prioritize, and meet tight deadlines in a dynamic environment.</li>
<li> Proficiency in using office software and productivity tools, including Microsoft Office Suite and calendar management software.</li>
<li> Discretion and confidentiality are paramount; must exercise the highest level of professionalism and integrity in handling sensitive information.</li>
<li> Strong problem-solving abilities and resourcefulness to address challenges and find efficient solutions.</li>
<li> Flexibility and adaptability to accommodate changing priorities and ad-hoc tasks.</li>
<li> Demonstrated ability to work independently, take initiative, and anticipate the President's needs.</li></ul> 
<h3 class="jobSectionHeader">
Benefits</h3> 
<ul>
<li>
Impactful Work: Make a difference by helping businesses prepare for and recover from disasters.</li>
<li>Collaborative Culture: Work alongside passionate, talented professionals in a fast-paced environment.</li>
<li>Career Growth: Expand your skills and grow within a dynamic, industry-leading company.</li>
<li>Competitive Compensation &amp; Benefits: Enjoy a strong benefits package, including healthcare, retirement plans, and more.</li>
</ul><div>Our Values 
At Cotton, we value Action Orientation, Collaboration, and Accountability. We&rsquo;re seeking someone who communicates effectively, makes data-driven decisions, and thrives in our fast-paced, dynamic environment. If you&rsquo;re a results-driven professional with a passion for business development, we&rsquo;d love to hear from you! 
</div><div>
 
Ready to Apply? 
Make an impact and grow with us! Apply today at www.work4cotton.com to join a team that&rsquo;s transforming the disaster recovery and construction industries. 
</div><div>
 
Disclaimer 
This Job Description indicates the general nature and level of work expected of the incumbent(s). It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent(s) may be asked to perform other duties as requested. 
</div><div>
 
Equal Opportunity Employer/Veterans/Disabled 
If you are an individual with a disability and need a reasonable accommodation to assist with your job search or application for employment, please contact HR at (877) 511-2962. 
#holdings</div><div></div><h3 class="jobSectionHeader"> 
About Cotton Holdings</h3><div>
Founded in 1996, Cotton Holdings Inc. is a leading infrastructure support services company with subsidiaries that conduct business under the Cotton USA, Cotton International, Cotton Roofing, Cotton Logistics, Cotton Culinary, OneLodge, OneTeam, Stellar Commercial Roofing, Full Circle Restoration, Target Solutions, and Advanced Catastrophe Technologies, Inc. brands. Headquartered in Katy, Texas with an International Logistics Center and regional offices throughout North America, Cotton provides property restoration and recovery, construction, roofing, consulting, workforce staffing, temporary housing and culinary services to public and private entities worldwide.</div></div>

Dallas Mavericks

<div>
 The Dallas Mavericks is seeking an experienced Full-Time Executive Assistant to support members of our Executive team.
 
 
 
 Job Description:
 
 
 
 <ul>
 <li>
 You will provide support to the executive team as directed to ensure the company goals and objectives are accomplished, and the operations run efficiently.
 </li>
 <li>
 Maintain and refine internal processes that support the executive&rsquo;s company-wide initiatives- coordinating internal and external resources to expedite workflow.
 </li>
 <li>
 Manage communication between upper management and employees, liaising with internal and external executives on various projects and tasks.
 </li>
 <li>
 Plan and orchestrate work to ensure the senior executives&rsquo; priorities are met, organizational goals are achieved, and best practices are upheld.
 
 
 
 </li>
 </ul>
 
 Job Responsibilities:
 
 
 
 <ul>
 <li>
 Manage professional and personal scheduling for the senior executive, including agendas, mail, emails, calls, travel arrangements, client management, and other company logistics.
 </li>
 <li>
 Coordinate complex scheduling and extensive calendar management, as well as management of context and flow of information to the senior executive.
 </li>
 <li>
 Manage, coordinate, and arrange senior executive travel and travel-related activities, including document preparation, hotel booking, transportation, and meal/reservation coordination.
 </li>
 <li>
 Perform administrative and office support, such as typing, dictation, spreadsheet creation, power-point, and maintenance of filing system and contact database.
 </li>
 <li>
 Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interacting with the business.
 </li>
 <li>
 Organize team communications and plan events, both internally and offsite.
 
 
 
 </li>
 </ul>
 
 Skills and Qualifications:
 
 
 
 <ul>
 <li>
 4 years' experience in executive administrative role reporting directly to upper management and handling confidential information.
 </li>
 <li>
 Superb written and verbal communication skills
 </li>
 <li>
 Strong time-management skills and the ability to organize and coordinate multiple projects at once.
 </li>
 <li>
 Proficiency in Microsoft Office and other office productive tools, with aptitude to learn new software and systems.
 </li>
 <li>
 Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge.
 </li>
 <li>
 Ability to keep company confidences.
 </li>
 <li>
 Experience overseeing budgets and expenses.
 </li>
 <li>
 Experience developing internal processes and filing systems.
 
 
 
 </li>
 </ul>
 The Dallas Mavericks provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
</div>

Bray International, Inc.

<div>Are you a proactive, organized professional who thrives in a fast-paced environment? Do you have exceptional communication skills, strong business acumen, and a passion for efficiency? If so, we want YOU to support a Vice President at Bray International, Inc., a global leader in industrial valve manufacturing and flow control solutions.

We are seeking a highly skilled and resourceful Executive Assistant to provide comprehensive support to a Vice President and their leadership team. The ideal candidate is detail-oriented, adaptable, and capable of managing multiple priorities while maintaining discretion and professionalism. You will serve as a trusted partner, ensuring smooth day-to-day operations and anticipating the needs of the executive you support.

Key Responsibilities
<ul>
<li>Provide high-level administrative support, including preparing correspondence, reports, and presentations with accuracy and professionalism.</li>
<li>Develop and maintain advanced Excel spreadsheets, databases, and tracking reports to support business initiatives.</li>
<li>Create professional PowerPoint presentations and marketing materials based on executive input.</li>
<li>Manage and prioritize an active calendar of appointments, meetings, and travel arrangements, ensuring clear communication and timely follow-up.</li>
<li>Act as the primary point of contact for internal and external stakeholders, exercising sound judgment in managing communications and requests.</li>
<li>Screen calls and visitors, handling inquiries independently when appropriate and maintaining confidentiality at all times.</li>
<li>Organize and coordinate virtual, on-site, and off-site meetings, events, and team gatherings (domestic and international).</li>
<li>Maintain efficient paper and electronic filing systems for easy retrieval of key documents.</li>
<li>Proactively identify and implement process improvements to enhance efficiency and communication within the department.</li>
<li>Support special projects and provide administrative assistance as needed to advance strategic objectives.</li>
</ul>
What You Bring
<ul>
<li>Commitment to Excellence: Consistently perform at the highest level with accuracy, professionalism, and attention to detail.</li>
<li>Strong Communication Skills: Exceptional verbal and written communication; able to interact confidently with colleagues, customers, and leadership.</li>
<li>Organizational Expertise: Proven ability to manage competing priorities, meet deadlines, and maintain composure under pressure.</li>
<li>Business Acumen: Understand organizational goals, anticipate needs, and make well-informed decisions.</li>
<li>Confidentiality: Demonstrated ability to handle sensitive information with integrity and discretion.</li>
<li>Flexibility: Willingness to adapt to shifting priorities and adjust work hours as needed for business demands.</li>
<li>Technical Proficiency: Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with department-specific software is a plus.</li>
</ul>
Qualifications
<ul>
<li>High School Diploma or equivalent required; Associate or Bachelor&rsquo;s degree preferred.</li>
<li>Minimum 5 years of experience as an Executive Assistant supporting senior leadership (VP level or above).</li>
<li>Experience in a manufacturing or industrial environment is highly desirable.</li>
<li>Paralegal training or background is a plus.</li>
<li>Occasional travel may be required.</li>
</ul>
Why Join Bray

Bray International offers a competitive salary, comprehensive benefits, and a collaborative, growth-oriented culture. Join a team that values excellence, innovation, and integrity in everything we do.

This position is remote for candidates based in Houston, TX, and is not eligible for relocation assistance. 
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities 
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.</div>

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