Our client in Irving, Texas is seeking a Contract Executive Administrative Assistant to provide high-level administrative support to senior leadership. This assignment is expected to last approximately three months, with the potential for extension based on business needs.
The role is based in the Dallas office and will support multiple senior executives across key business functions. This is an onsite role requiring strong professionalism, discretion, organization, and the ability to manage competing priorities in a fast-paced environment.
The Executive Administrative Assistant will support calendar management, meeting coordination, travel arrangements, expense reporting, presentation preparation, communications, and day-to-day administrative needs. This individual must be highly professional, resourceful, confidential, and comfortable interacting with executives, employees, clients, and external partners.
Key Responsibilities
Executive Administrative Support
- Provide high-level administrative support to multiple senior executives and leadership team members.
- Manage complex calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts.
- Prepare agendas, meeting materials, notes, follow-ups, and action items.
- Handle confidential and sensitive information with discretion and professionalism.
- Draft, edit, and proofread correspondence, reports, presentations, and other documents.
- Support executive communications and help ensure timely follow-up on key priorities.
Travel, Expenses & SAP Concur
- Coordinate domestic and international travel arrangements, including flights, lodging, transportation, and itineraries.
- Prepare and submit expense reports using SAP Concur.
- Review expenses for accuracy, documentation, and compliance with company policies.
- Partner with Finance and Accounting to resolve expense reporting questions or discrepancies.
- Maintain organized records of travel, expenses, receipts, and approvals.
PowerPoint & Presentation Support
- Create, format, and refine professional PowerPoint presentations for executive meetings, board meetings, client presentations, and internal communications.
- Translate ideas, data, and business updates into clear, polished, visually appealing presentation materials.
- Ensure presentations are accurate, consistent with brand standards, and executive-ready.
- Edit and improve slide layouts, charts, graphics, formatting, and messaging.
- Work under tight deadlines to prepare high-quality presentation materials.
Meeting & Event Coordination
- Plan and coordinate meetings, leadership sessions, team events, and offsites.
- Manage meeting logistics, including room reservations, technology setup, catering, materials, and attendee communications.
- Coordinate with internal teams and external vendors as needed.
- Track meeting follow-ups and help ensure deadlines and action items are completed.
Office & Team Support
- Serve as a point of contact for internal and external stakeholders.
- Support administrative processes, documentation, and workflow improvements.
- Assist with special projects, reporting, and operational tasks as assigned.
- Help create structure, organization, and efficiency for executives and the broader team.
- Anticipate needs, identify issues, and proactively recommend solutions.
Qualifications
- Prior experience as an Executive Assistant, Administrative Assistant, Office Manager, or similar role supporting senior leadership.
- Experience supporting multiple senior executives preferred.
- Experience managing executive calendars, travel, expenses, meetings, and confidential information.
- Experience using SAP Concur for expense reporting strongly preferred.
- Excellent PowerPoint presentation skills required.
- Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Ability to create polished, professional, executive-level presentations.
- Strong written and verbal communication skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple priorities, deadlines, and changing needs in a fast-paced environment.
- High level of professionalism, confidentiality, judgment, and follow-through.
- Comfortable interacting with executives, employees, clients, vendors, and external partners.
- Ability to work onsite in the Dallas office.
Preferred Skills
- Experience supporting C-level executives or senior leadership teams.
- Advanced PowerPoint skills, including slide design, formatting, charts, graphics, and storytelling.
- Experience coordinating board meetings, leadership meetings, or company events.
- Experience arranging domestic and international travel.
- Familiarity with expense reporting policies and approval workflows.
- Ability to anticipate executive needs and work independently with minimal direction.
Ideal Candidate Profile
The ideal candidate is a polished, proactive, and detail-oriented administrative professional who can support multiple senior executives with confidence and discretion. They are highly organized, excellent at managing calendars and logistics, and skilled at creating executive-ready PowerPoint presentations.
This person is comfortable using SAP Concur for expense reporting, managing sensitive information, coordinating competing priorities, and helping executives stay organized and prepared in a fast-paced onsite environment.