Executive Assistant

Job Overview

The Executive Assistant will provide high-level administrative and operational support to the CEO, ensuring the office of the CEO runs smoothly and efficiently. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities in a fast-paced environment. The Executive Assistant will act as a trusted partner to the CEO, handling communications, scheduling, special projects, and liaison responsibilities with professionalism and confidentiality. This position reports to OmniOn Power’s President/ CEO and is located in Plano, TX.

Key Responsibilities

• Manage the CEO’s complex calendar, including scheduling meetings, coordinating travel, and prioritizing appointments to optimize time management.
• Act as a liaison between the CEO and internal/external stakeholders, including senior leadership, board members, clients, and partners with professionalism and discretion.
• Prepare and organize documents, reports, presentations, and meeting materials for the CEO.
• Coordinate logistics for board meetings, leadership meetings, events, and conferences, including venue booking, catering, and materials preparation.
• Assist with special projects and strategic initiatives as directed by the CEO, conduct research and compile information to support decision-making.
• Maintain accurate records, files, and correspondence, ensuring confidentiality and data security.
• Anticipate the CEO’s needs and proactively resolve operational or scheduling challenges.
• Foster strong relationships across the organization and represent the CEO’s office with professionalism, diplomacy, approachability, and integrity.
• Provide support for the CEO’s leadership team such as expense reporting, travel, scheduling meetings and other requests.
• Lead employee activity committee including coordinating company party logistics and various events scheduled throughout the year as agreed upon by the committee.
• Send communication emails and meeting invitations on behalf of OmniOn Power to the appropriate distribution lists. (this may be the same as the 2^nd bullet).
• Provide notary services and request apostilles.

Qualifications:

• Bachelor’s degree preferred or equivalent professional experience.
• 5+ years of executive support experience, preferably supporting a C-level executive.
• Exceptional organizational and time management skills with the ability to prioritize effectively.
• Strong written and verbal communication skills with keen attention to detail.
• High level of professionalism, discretion, confidentiality, and judgment in handling sensitive information.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and comfort with digital collaboration tools (e.g., Zoom, Slack, Teams).
• Ability to thrive in a fast-paced, dynamic environment and adapt quickly to shifting priorities.
• Proven ability to manage multiple priorities with precision and calm under pressure.

Desired Characteristics:

• Experience working in a global company
• International travel and meeting scheduling experience.
• Current notary commission or the ability to receive one.

ELIGIBILTY REQUIREMENTS: OmniOn Power will only employ those who are legally authorized to work in the United States on an ongoing and consistent basis.