Executive Assistant to CEO - RailPros

Job Details

Job Location: Irving, TX

Position Type: Full Time

Education Level: High School

Salary Range: Undisclosed

Travel Percentage: Up to 10%

Job Shift: Various

Job Category: Executive

Description:

Who WE are:

RailPros is the premier provider of engineering and diversified safety services to America's rail and transit industry. Driven by a passion for our people, clients, and communities, we are committed to solving our customers' challenges and earning their trust through teamwork, continuous improvement, and service excellence. As a people-first organization, we prioritize the well-being and growth of our employees, fostering a culture of caring and support. We believe that when our people thrive, our company thrives.

Our mission is to enhance mobility, safety, and quality of life for residents, passengers, and partner companies. We do more than just provide services - we are constantly innovating and staying abreast of industry developments to help our customers succeed. Join us in our shared goal of keeping America moving and ensuring customer satisfaction in an environment where your contributions are valued and your growth is encouraged. Apply now and become a part of our exciting journey!

Job Summary:

The Executive Assistant to the CEO is responsible for providing high-level administrative support to our CEO. This role involves managing the CEO's schedule, coordinating executive communications, and performing various administrative tasks to ensure the smooth operation of the executive office.

Essential Duties & Responsibilities:

• Manage the CEO's complex calendar, scheduling meetings, appointments, and travel arrangements.

• Serve as the primary point of contact for internal and external stakeholders, including screening and prioritizing communications and requests.

• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CEO.

• Coordinate and support executive meetings and events, including preparing agendas, taking minutes, and managing logistics.

• Conduct research and compile data to prepare reports and presentations for the CEO.

• Handle confidential information with discretion, maintaining a high level of professionalism and confidentiality.

• Anticipate the CEO's needs and proactively address administrative issues as they arise.

• Assist with special projects and initiatives, demonstrating the ability to prioritize and manage multiple tasks simultaneously.

• Establish and maintain an efficient documentation and filing system.

• Efficiently coordinate all aspects of corporate event planning and execution for staff at headquarters.

• Foster positive relationships with executives, staff, clients, and partners, embodying professionalism and diplomacy.

• Continuously seek opportunities for process improvement and contribute innovative ideas to enhance the efficiency of the CEO's office.

• Assist other executives with tasks and requests as time allows, offering support when needed.

• Other duties as assigned or required to meet the business needs.

Qualifications:

Knowledge, Skills & Abilities:

• Proven experience as an executive administrative assistant or similar role, preferably supporting C-suite executives.

• Strong organizational and time-management skills with the ability to prioritize tasks and meet deadlines.

• Exceptional written and verbal communication skills, with the ability to interact effectively at all levels.

• Advanced proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• Familiarity with calendar management, travel planning, and expense management systems.

• Ability to maintain a high level of professionalism and confidentiality in a fast-paced environment.

• Advanced problem-solving skills to independently address challenges and make informed decisions.

• Proactive approach in anticipating needs and providing effective support to the CEO.

• Strong attention to detail and accuracy in all work.

Required Education and Experience:

• High school diploma.

• 4+ years of experience as an executive administrative assistant or similar role, preferably supporting C-suite executives.

Preferred Education and Experience:

• Bachelor's degree in Business Administration, Management, or related field.

• Certified Administrative Professional (CAP) or similar certification.

• Additional training in executive assistance or office management.

Additional Qualifications:

• Certification as a Certified Administrative Professional (CAP) or similar.

• Training in executive assistance or project management.

• Proficiency in additional software applications like project management software or CRM systems.

• Prior experience or training in event planning, project management, or public relations.

• Membership in professional organizations related to administrative support or executive assistance.

Why Work at RailPros?

• Professional Growth Opportunities: RailPros operates in the rail industry, offering unique opportunities for career advancement and exposure to a specialized field.

• Dynamic Work Environment: With diverse projects and stakeholders, this role provides opportunities to work on impactful assignments in a fast-paced, engaging environment.

• Company Growth & Stability: RailPros is expanding within the rail industry, offering job security, opportunities for advancement, and increased responsibilities.

• Networking Opportunities: Work closely with executives and industry professionals, building a strong network for career development.

Benefits & Perks:

• Comprehensive Health Insurance: Includes medical, dental, and vision coverage.

• Additional Coverage Plans: Accident plan, critical illness plan, and hospital indemnity with employee-to-family coverage.

• Life & Disability Insurance: Employer-paid with additional voluntary options available.

• Retirement Savings: 401(k) plan with employer match.

• Paid Time Off (PTO): Generous vacation and sick leave.

• Wellness Programs: Access to various wellness initiatives and resources.

• Discount Programs: Exclusive discounts on products and services.

• Company Merchandise Allowance: Company-funded allowance for our online store.

• Health Savings Accounts (HSA): With employer match.

• Health Reimbursement Arrangement (HRA): Employer-funded.

• Flexible Spending Accounts (FSA): For dependent care expenses.

• Employee Assistance Programs (EAP): Support for personal and professional challenges.

• Professional Development: Opportunities for training and career growth.

• Work-Life Balance: Initiatives designed to support a balanced and fulfilling work life.

Join RailPros for a fulfilling career in a thriving and stable industry. Our core values drive us to excel as a team, prioritize customer satisfaction, and adapt to industry changes swiftly. Be part of a passionate and dedicated team that values continuous improvement, trust, and problem-solving. Apply now? for an opportunity to contribute to our success.

Equal Employment Opportunity (EEO):

RailPros provides equal employment opportunities to all qualified candidates, regardless of race, religion, color, national origin, citizenship, sex, sexual orientation, gender identity, age, veteran status, disability, genetic information, or any other protected characteristic. We are committed to making reasonable accommodations for known physical or mental limitations of qualified employees and applicants with disabilities unless such accommodations would impose undue hardship on our business operations. If you are considering applying for a job and require a reasonable accommodation in accordance with the ADA, please reach out to us at peopleoperations@railpros.com. We value diversity and strive to create an inclusive environment for all employees.

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