What are the responsibilities and job description for the EXECUTIVE ADMINISTRATIVE ASSISTANT position at TBN?
Job Summary: As an Executive Administrative Assistant, you will provide administrative support to TBN Executives in the Alliance/Ft. Worth, Texas Offices. Your role involves facilitating the smooth operation of monthly administrative tasks, invoicing, building management and project management for on-site staff events. As the primary liaison for guest experiences, hospitality support and meeting coordination will be crucial contributions to the productivity of the team.
Responsibilities:
- Building Management: As an extension of the operations team, coordinate with on-site maintenance, cleaning professionals and day porter to provide excellent experiences throughout the building. Prepare internal staff communication as needed.
- Hospitality & Guest Reception: Create a welcoming environment for guests, meeting attendees and staff as the primary host on behalf of the executive team. Arrange for catering, room presentation or professional hospitality support as need.
- Meeting Coordination & Support: Assist in organizing and preparing for executive and board meetings, ensuring required materials and resources are available for leadership. Arrange catering and hospitality as needed.
- Administrative Assistance: Provide general administrative support, including overnight shipments, mail coordination, office supply ordering and other office tasks as needed. Fill in for office distribution of mail and shipments as needed.
- Vendor Communication: Liaise with contracted cleaning team, food suppliers, safety trainers and maintenance technicians. Ensure quality and service interactions with staff are professional and invoices are processed accurately.
- Event Planning: Organize and direct a volunteer committee for staff events and holidays.
Qualifications:
- Proficiency in office software and tools (Microsoft Office Suite, scheduling software, etc.).
- Professional communication, confidentiality and interpersonal abilities, as you'll be interacting with various members of executive leadership and external contacts.
- Excellent organizational and a proactive approach to problem-solving are required to foresee obstacles and meet deadlines and help others excel.
- Attention to detail and accuracy in handling financial documentation and expense reports.
Reports to TBN's Chief Financial Officer.