Executive Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

Job Description

Hybrid Role – Richardson, TX

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to TownSq’s SAAS, Marketing and Media Chief Revenue Officer, President, and other team members. We’re looking for an individual who is comfortable working with senior leaders, executives, other administrative assistants, and all levels of TownSq employees.

The successful candidate will be responsible for managing calendars, coordinating travel arrangements, processing expense reports, and assisting with conference and event coordination. The Executive Assistant will serve as a key point of contact, facilitating communication and ensuring the smooth operation of daily activities for the executives they support. The ideal candidate is a detail-oriented professional with exceptional communication, organizational, and problem-solving skills.

Responsibilities:

• Manage complex calendars for senior executives, scheduling meetings, appointments, and conference calls, considering multiple time zones and priorities.
• Arrange domestic and international travel logistics, including flights, accommodations, ground transportation, and visa arrangements.
• Process expense reports accurately and in a timely manner, reconciling receipts, tracking expenses, and adhering to company policies.
• Coordinate conferences, events, and off-site meetings, handling logistics such as venue selection, vendor coordination, catering, and audiovisual requirements.
• Prepare and edit various documents, reports, presentations, and correspondence, ensuring accuracy, clarity, and professionalism.
• Serve as a liaison between executives and internal/external stakeholders, managing incoming calls, emails, and inquiries, and providing timely and appropriate responses.
• Conduct research, gather data, and prepare reports or summaries as requested by executives.
• Maintain strict confidentiality and handle sensitive information with discretion and professionalism.
• Collaborate with other administrative staff to ensure smooth office operations, including managing supplies, equipment, and office maintenance requests.
• Proactively identify areas for process improvement and implement efficient systems to enhance productivity and effectiveness.
• Perform other related duties and/or special projects as assigned.
  
  

Requirements

• High school diploma or GED plus relevant experience. Bachelor’s Degree preferred.
• Three to five years in an administrative assistant role, with at least two years supporting senior leaders in a corporate setting.
• Strong verbal and written communication skills, with the ability to interact effectively with individuals at all levels.
• Excellent organizational and time management skills, with the ability to prioritize and meet deadlines in a fast-paced environment.
• Excellent proficiency in Microsoft Office applications: Outlook, PowerPoint, Excel, Word, SharePoint. Concur proficiency a plus.
• Ability to work both autonomously with limited guidance and in a team setting.
  
  

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.