Careers | Firebird Restaurant Group

Position:  Executive Administrator
Location:  Support Center
Job Id:  486
# of Openings:  1

Position Summary
The Executive Administrator will provide administrative and secretarial support for a family owned regional restaurant and real estate company. This position reports directly to the President with some interaction with the CEO from time to time. The Executive Administrator is an integral member of the office team and the role serves to enhance the effectiveness and value to the “clients” of the office.  The position will be based at the office headquarters in Dallas, Texas. The ideal candidate will have previous experience in an office that worked with complex financial statements, real estate and other sophisticated legal transactions. The right candidate will have considerable initiative, interpersonal skills, discretion and confidentiality.

Essential Duties & Responsibilities
  • Administrative and secretarial support and coordination duties will include, but are not limited to, the following:
  • Function as the “gatekeeper” to the office of the President.
  • Act as confidential assistant to President and CEO, preserving the confidentiality of information related to the organization and staff.
  • Assist with confidential and/or sensitive business and personal matters; provide explanation and support where needed.
  • Actively manage calendars. In addition to basic scheduling functions, anticipate and prioritize scheduling needs based on deadlines and deliverables. This will require coordination with leaders and other stakeholders both internal and external to the office.
  • Demonstrate proficiency in preparing meeting materials such as PowerPoint presentations, meeting binders, agendas, minutes, making reservations, scheduling travel arrangements, communicating essential information to participants and other stakeholders.
  • Use good judgment in setting work priorities, planning and organizing workload in the midst of many interruptions.
  • Demonstrate ability to work with deadlines and handle emergent situations calmly.
  • Maintains a positive attitude under adverse conditions.
  • Demonstrate ability to maintain composure and a professional manner in difficult and/or crisis situations.
  • Encourage team cooperation and foster the development of trust.
  • Go beyond responsibilities to help teams accomplish tasks and goals.
  • Perform various executive secretarial, administrative, and clerical tasks including but not limited to managing multiple email inboxes, email distribution lists, file organization, scanning, copying, and managing offsite and “cloud” document storage.
  • Consistently produces work without errors.
Education and/or Experience
  • Bachelor’s degree is required. Graduate work is a plus. The ideal candidate will have 5+ years administrative experience supporting a senior executive of a professional services firm or family office.
Skills/Specialized Knowledge
  • Experience in a law firm, public accounting firm or fast-paced finance organization is highly valued. Demonstrated knowledge of fundamental accounting and finance principles and familiarity with real estate and legal terminology is preferred.
  • Strong command of English language and grammar. Proofreading experience a plus.
  • Bilingual is a plus.
  • Highest moral and ethical character. Experience working with confidential information.
  • Highly proactive. Take ownership to anticipate needs and adept at managing up and downstream to ensure deliverables are met timely and accurately.
  • “Customer service” focused, take initiative to add value, and collaborate in a manner that holds team success top-of-mind.
  • Demonstrated ability to multi-task and prioritize work with strong attention to detail, even with frequent interruptions.
  • Solid experience in developing presentations.
  • Advanced level Word, Excel and PowerPoint.
  • Ability to use general office equipment, such as telephone, fax machine, printer, copier and scanner.
  • Ability and openness to learn and actively use different customer relationship management and other business systems and technology to complete tasks.
  • Strong verbal and written communication skills, and ability to communicate effectively with all levels.
  • Must demonstrate positive and helpful demeanor.
Required Licenses
  • Valid driver’s license and automobile insurance
Other Requirements
  • Must maintain professional appearance.
  • Ability to be at work on a regular and consistent basis
Physical Demands
  • Sitting for extended periods of time.
  • Moderate standing, walking and lifting.
  • Sustains substantially recurring movement to fingers, hands, and wrists.
  • Ability to identify and distinguish color.
  • Ability to lift and/or move up to 20 pounds.
Mental Functions
  • Ability to compare, copy, compute, compile, analyze, coordinate, negotiate, communicate, and instruct.
  • Ability to tolerate stressful situations.
  • Ability to work with minimal to moderate supervision.
Work Environment
  • Standard office working environment.
  • Potential exposure to communicable diseases through frequent contact with others.

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