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Executive Assistant

Executive Assistant

Fidelity National FinancialPlano, TX, US
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Executive Assistant

The Executive Assistant will play a critical role in ensuring efficient operations and strategic time management for our executive team. This role involves a high level of discretion, excellent communication skills, and the ability to multitask effectively. This role will also lead planning and execution for company events; office moves and all additional special tasks.

Company Perks-Health & Wellness :

  • Comprehensive medical, dental, and vision insurance
  • Mental health support or Employee Assistance Program
  • Flexible spending accounts (FSA) or health savings accounts (HSA)
  • Paid maternity leave or family support programs

Duties

Executive Support :

  • Provide high-level administrative support to the Executive / Executive team
  • Manage calendars, coordinate meetings, schedule appointments, and prepare agendas.
  • Draft and manage communications on behalf of the executive team.
  • Order monthly office orders for Direct Escrow Offices (6).
  • Manage and order Birthday and Anniversary gifts for all direct employees.
  • Assist all employees with internal questions and direct them to the appropriate parties.
  • Use Corporate AMEX for as needed and responsible for monthly expense reports.
  • Assist Executive and Accounting Department with Annual Employee Bonus Accruals, Monthly Employee Commissions and Company Event Accruals.
  • Track and report employee headcount.
  • Maintain Office Directory & update with any new hires / terminations.
  • Update Corporate Website with any new hires / terminations / headshot updates etc.

    • New Hire Onboarding :

  • Assist Executive team with recruiting new employees. This includes job posting, phone screening and potential follow-up interviews.
  • Create offer letters and handle the onboarding process of all new employees. Working with corporate HR to properly onboard new hire before start date.
  • Request access in IIQ portal for new hire.
  • Coordinate with IT and new hire Branch Managers for a smooth first day of new employee (adding first day to IT and BM calendars).
  • Order flowers to arrive on new hire's first day.
  • Provide new hire their first day emails and provide access to company systems.
  • Work with Sales Assistant to create signature blocks and order business cards.
  • Appoint all new Escrow Officers with TDI and Lawyers Title Bond.

    • Event Planning :

  • Plan and execute internal and external events, including team offsites, executive meetings and company celebrations.
  • Source and manage vendors (e.g., venues, catering, A / V), track budgets, and handle logistics from start to finish.
  • Create and maintain event timelines, run-of-show documents, and communication plans.

    • Office Build-Outs & Moves :

  • Oversee office expansions, renovations, and relocations including liaising with contractors, vendors, and building management.
  • Coordinate move logistics, including furniture procurement, IT setup, space planning, and vendor scheduling.
  • Ensure smooth transitions with minimal disruption to daily operations.
  • Maintain organization of office inventory, supplies, and physical space post-move.

    • Escrow Support :

  • Manage Escrow License for all licensed Escrow officers. Remind employees every month if their license expires. Add all newly licensed employees to Lawyers Title TDI Appointment & Lawyers Title Bond.
  • Manage and complete annual internal audit.
  • Prepare monthly escrow reports for Executive and meet monthly deadlines.
  • Run weekly reports to track company performance and communicate performance to employees via email.

    • Education

    Bachelor's degree

    Experience

    Qualifications :

  • Proven experience as an Executive Assistant, Personal Assistant, or similar role (2+ years preferred).
  • Ability to anticipate needs, solve problems before they arise, and never say "that's not my job."
  • Flexible, resourceful and thriving in fast-paced environments.
  • Exceptional organizational and time-management skills.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite and other relevant tools (e.g., Google Workspace, Zoom, Teams).
  • Ability to work independently with minimal supervision (in office role).
  • High degree of professionalism and integrity.
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