Associate - Executive Administrative Assistant

*This position will report to the Dallas, TX office and work a hybrid schedule with Mondays and Fridays as the assigned remote days.

The Associate – Executive Administrative Assistant reports directly to the Chief Operating Officer and provides direct administrative support to the executive leadership team in daily operations. Prioritizes and coordinates tasks and incoming requests to ensure efficient operations and to reduce and simplify workload of the Executive staff. Maintains positive relationships and intervenes when appropriate to effectively communicate executives’ views in conducting the business of the office.

RESPONSIBILITIES & DUTIES

• Manage executives’ schedules and diplomatically respond to meeting requests and conflicting priorities.
• Manage administrative tasks and routine issues independently, ensuring timely completion of work with exceptional quality.
• Anticipate and respond to changing situations, minimizing problems and resolving issues.
• Develop and demonstrate a solid working knowledge of the company structure, departments, key staff, and policies.
• Act as a liaison between external parties and company executives.
• Compose and prepare confidential correspondence, reports, and other complex documents.
• Review outgoing documents for accuracy and ensure compliance with Company policies and practices.
• Organize and submit monthly reports and invoices.
• Complete travel and expense report for executives in a timely manner.
• Prepare presentation materials.
• Create and maintain organized electronic and paper filing systems.
• Organize meetings, corporate events, and activities; may include facility, catering, and travel arrangements.
• Prepare agendas, notices, and minutes for corporate meetings.
• Travel to various locations, both within our organization and externally, may be required depending on your role and responsibilities.
• Follows assigned work schedule with regular and predictable attendance.
• Performs other duties as assigned.

QUALIFICATIONS

• High School Diploma or equivalent.
• Associate degree in Business, Communication, or related field preferred.
• Minimum 7 years of experience as an executive assistant.
• Minimum 1 year of experience arranging domestic travel.

PROFESSIONAL CERTIFICATIONS

• SIE Certification
• If you do not already have a Securities license relevant to your role at Innovayte, you may be required to take and pass the Securities Industries Essentials exam provided by FINRA. In addition, based on your role responsibilities, you may also be required to pass additional Securities Industry exams to allow you to operate in your role and be compliant with FINRA and the SEC requirements. These licenses, when required, need to be obtained within certain specific time frames, typically 120 calendar days. 

TECHNICAL SKILLS

To be successful in this role, you should have experience with and an understanding of the following:

• Expert level proficiency in Microsoft Office.
• Working knowledge of online travel and reservation systems.

CULTURAL COMPETENCIES

Innovayte is dedicated to building an environment where each team member can thrive, contribute meaningfully, and grow professionally and personally. We believe that our core values—rooted in

• respect,
• empowerment,
• innovation,
• service,
• integrity,
• trust, and
• accountability

are essential to achieving our mission. These values guide us in everything we do, from daily interactions to strategic decisions. We’re looking for individuals who not only share these principles but are excited to bring them to life in meaningful ways.

PHYSICAL DEMANDS/WORK ENVIRONMENT

This job operates in a professional office environment, which may include a corporate office setting or a remote/home office environment, and routinely uses standard office equipment and technology such as computers, phones, printers, and video conferencing tools. While performing the duties of this job, the associate is regularly required to communicate effectively, including speaking, hearing, and participating in virtual meetings on camera. The associate is frequently required to sit for extended periods of time, as well as occasionally stand, walk, use hands and fingers, and reach with hands and arms. This job may require the ability to lift files or office materials, open filing cabinets, and bend or stand on a stool as necessary. Remote associates are expected to maintain a safe, secure, and productive work environment with reliable internet access.

DISCLAIMER/ASSOCIATE ACKNOWLEDGEMENT

The above statements describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.

Equity Trust Company is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation, or national origin.