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Executive Staff Specialist to Sr. Vice President

Location: Fort Worth, TX
Job # 11365862
Date Posted: 09-12-2018
The role reports to the Senior Vice President of International and Cargo and proactively plans and directs all administrative activities for the organization, identifies and develops solutions to support key events, meetings, projects and initiatives.
With an analytical and strategic mindset, this role understands the business and identifies critical issues to share with the SVP. This role is key to developing and building strong internal working relationships, and helps provide recommendations to key leaders within the organization. Proactively identifies when a meeting is needed, who the attendees need to be and is included.
Lead in supporting the SVP with logistical details such as providing key administrative, clerical and organizational support in calendar management, travel planning and meeting itineraries, and general administrative duties as required.
Qualifications
Minimum Qualifications - Education & Prior Job Experience
  • Bachelor’s degree in relevant field or minimum of 5-year work experience in a prior executive assistant or office management position supporting Senior or Executive Leadership or Office/ Business Management
Skills, Licenses & Certifications
  • Strong attention to detail
  • Must possess the highest regard for confidentiality and professionalism
  • Self-motivated with strong organizational skills; Able to prioritize work and meet deadlines; Perform in a fast-paced environment, handle multiple tasks simultaneously, work extended hours and function as an integral part of a team with minimal supervision; Flexible to work evenings and weekends when needed
  • Demonstrate excellent analytical and strategic mindset; Resourceful and able to problem solve with minimal supervision
  • Knowledge of executive administrative requirements
    • Familiarity with booking travel and ability to anticipate travel needs, mitigate issues, and collaborate with appropriate resources to resolve in a timely manner
    • Knowledge of Microsoft Office to include Word, Excel, Outlook, PowerPoint, etc.
    • Knowledge of policies, procedures, and corporate structure
    • Ability to easily grasp the concepts and functionality of airline specific software and programs; superior typing skills
  • Build relations in multiple levels; seen as a trusted advisor and partner
    • Ability to partner and collaborate with other Executive Assistants and team members in a proactive and positive manner
    • Strong international cultural and social awareness
  • Must fulfill FAA criminal background checks to qualify for unescorted access privileges to airport security identification display areas (SIDA), if applicable
  • Ability to secure appropriate airport authority and/or US Customs security badges, if applicable
 
Language & Communication Skills
  • Ability to effectively communicate both verbally and written with all levels within the organization
 
 
 
 
Essential Job Functions
 
 
  • Protects the integrity of confidential information for all matters
  • Advise leader and team of important business affairs.
  • Able to work behind the scenes to solve problems, mediate disputes, and deal with issues.
  • Works on ad- hoc projects and support key events such as directs meetings and Division wide initiatives
  • Coordinates and details travel arrangements and itineraries
  • Creates spreadsheets, ad-hoc reports, types correspondence and generates form letters using advanced software features and functions
  • Schedules meetings and appointments for senior-level officers and executive job candidates
  • Step in meetings to take notes, and able to understand the critical issues/information to share back with SVP and rest of International/Cargo leadership team
  • Identify when a meeting is needed and include the right people
  • Creates meeting and conference materials using presentation software, including Prezi, PowerPoint, etc.
  • Proficient in social media and photography/video software
  • Manages meeting set-up and coordination
  • Receives incoming telephone calls and inquiries; handles or routes calls appropriately with professionalism at all times
  • Responds to customer requests and complaints within limits of authority and directs inquiries outside of authority to the appropriate staff member
  • Manages incoming and outgoing correspondence, mail and faxes
  • Reviews expense reports, check requests and invoices for accuracy
  • Interacts with all levels of management, corporate clients, and business community leaders
  • Ensures department’s document filing is kept up-to-date and the filing system is maintained properly
  • Assists with Board of Directors presentations and ensures timely distribution of related materials
  • Performs other general office, strategic  and administrative tasks as required by the position


Apply/View Full Description
Gyna M. Bivens
President & Executive Director
North Texas LEAD

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