Executive Assistant in Addison, Texas at Jani-King International

EXECUTIVE ASSISTANT

Jani-King International | Addison, TX

Organized. Discreet. Tech-Savvy. Ready for What’s Next.

Jani-King International is the global leader in commercial cleaning franchising, with over 6,500 franchisees and 120 regional offices worldwide. For more than 55 years, we’ve partnered with top organizations across healthcare, education, hospitality, stadiums, government, retail, and more — delivering professional cleaning services and unmatched customer satisfaction.

We are seeking a highly capable and proactive Executive Assistant to support our corporate leadership team at our Addison, TX headquarters. This role is ideal for a polished professional who thrives in a fast-paced environment, handles confidential information with absolute discretion, and is genuinely comfortable operating in a technology-forward organization. You will serve as a critical partner to senior leadership — anticipating needs, managing competing priorities, and ensuring every detail is handled with precision.

POSITION SUMMARY

The Executive Assistant provides high-level administrative and operational support to executive leadership, enabling them to focus on strategic priorities. You will manage complex calendars, coordinate communications, prepare briefing materials and presentations, and serve as a trusted liaison with internal teams and external stakeholders. This role requires exceptional judgment, strong organizational skills, a polished communication style, and the ability to handle sensitive information with complete confidentiality.

What success looks like: You are proactive, not reactive. You anticipate what’s needed before being asked. You handle the details so leadership doesn’t have to — and you do it with professionalism, accuracy, and a calm presence even when priorities shift.

KEY RESPONSIBILITIES

Executive Support & Calendar Management

• Calendar & Schedule Coordination: Manage complex, fast-moving executive calendars — scheduling meetings, resolving conflicts, protecting focus time, and ensuring the executive is prepared with the right materials for every engagement.
• Meeting & Travel Preparation: Coordinate all meeting logistics including agendas, briefing documents, and follow-up actions. Manage detailed domestic and international travel itineraries, reservations, and expense reporting.
• Correspondence Management: Draft, edit, proofread, and manage incoming and outgoing communications including emails, memos, reports, and presentations on behalf of executive leadership.
• Confidential Information Handling: Serve as a trusted gatekeeper for sensitive communications, strategic documents, and executive-level decisions. Exercise discretion at all times.

Communications & Information Management

• Inbox & Communications Triage: Monitor and manage the executive’s inbox — flagging priorities, drafting responses, filtering non-essential communications, and ensuring nothing falls through the cracks.
• Meeting Notes & Action Tracking: Attend key meetings to capture notes, track action items, and follow up with stakeholders to ensure accountability on deadlines and commitments.
• Research & Briefing Preparation: Conduct research and synthesize information into concise briefing documents, executive summaries, and background materials that prepare leadership for meetings, presentations, and key decisions.
• Board & Leadership Meeting Support: Coordinate preparation for board meetings and executive leadership discussions — compiling materials, managing logistics, and ensuring all documentation is organized and distributed in advance.

Technology, Information Security & Systems

• Technology Proficiency: Operate confidently with Microsoft 365 (Outlook, Teams, SharePoint, Excel, PowerPoint, Word), collaboration platforms, and digital project tools. Adopt new technologies and systems quickly.
• Information Security Awareness: Understand and apply company data security policies in day-to-day work. Recognize phishing attempts and social engineering tactics, handle sensitive data in compliance with security protocols, and escalate potential threats appropriately.
• Digital Communication & Coordination: Leverage digital tools to coordinate across departments, manage workflows, and ensure executive communications are timely, accurate, and secure.
• Systems & Process Support: Assist with technology-related administrative tasks including vendor coordination, software onboarding, and IT ticket escalation. Create and maintain SOPs for recurring processes to ensure consistency across the team.

Project Management & Cross-Functional Coordination

• Project & Assignment Management: Take ownership of special projects and assignments from inception to completion — establishing timelines, coordinating stakeholders, tracking progress, and delivering results.
• Liaison & Relationship Building: Build strong working relationships at all levels of the organization. Represent the executive professionally in internal and external interactions, including with vendors, partners, and key stakeholders.
• Decision Support: Gather and synthesize information to help executive leadership make informed, consistent decisions. Provide historical context and offer thoughtful recommendations based on organizational knowledge.
• Department Coordination: Work cross-functionally with teams across the company to compile reports, track action items, and ensure alignment on executive priorities and deadlines.

Department Events, Vendor & Budget Coordination

• Events & Department Programs: Plan and coordinate internal department events, all-hands meetings, team offsites, training sessions, and company-wide programs — managing all logistics, content preparation, and communications from start to finish.
• Vendor & External Partner Liaison: Serve as the primary point of contact for vendors, external partners, and service providers on behalf of the executive. Coordinate deliverables, track commitments, and ensure timely follow-through.
• Expense & Budget Administration: Prepare and submit executive expense reports accurately and on time. Assist with department budget tracking, invoice routing, and light purchase coordination including research for IT equipment and supplies.
• Office & Administrative Operations: Oversee day-to-day office administration for the executive suite — managing supplies, facilities coordination, incoming mail and calls, and ensuring smooth operations at headquarters.

WHAT WE’RE LOOKING FOR

Experience & Education

• Minimum of 5 years of executive or C-suite administrative assistant experience in a corporate environment
• Bachelor’s degree in business or related field; will consider a combination of education and relevant experience
• Experience supporting senior leadership in a technology, operations, or corporate services environment preferred
• Background in a corporate legal environment a plus

Skills & Competencies

• Expert-level proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel, PowerPoint)
• Strong understanding of information security best practices (phishing awareness, data handling protocols, secure communications)
• Tech-savvy and comfortable adopting new platforms, digital tools, and software
• Exceptional written and verbal communication skills; professional and polished in all interactions
• Highly organized with outstanding time management, attention to detail, and follow-through
• Discreet, trustworthy, and experienced handling confidential and sensitive matters
• Self-motivated, assertive, and decisive — with the tact and composure to navigate high-pressure situations
• Reliable transportation; ability to work early, late, or on weekends as needed

COMPENSATION & BENEFITS

💰 Competitive Compensation Package

$70,000 – $90,000 base salary

Commensurate with experience • Medical, dental, vision • Paid vacation • Paid holidays • PTO

• Stability & Predictability: Full-time, Monday–Friday schedule at our Addison, TX headquarters.
• High-Impact Role: Work directly alongside executive leadership at a globally recognized brand, with real visibility and responsibility from day one.
• Professional Growth: Access to executive-level workflows, technology initiatives, and cross-functional projects that expand your skill set and deepen your organizational knowledge.
• Recognized Performance: Contributions are noticed. High performers here are trusted with expanded responsibilities and long-term career opportunities within the organization.

LOCATION & WORK ENVIRONMENT

This role is based at our Jani-King International Headquarters:

16885 Dallas Pkwy, Addison, TX 75001

This is an on-site role based at our corporate headquarters in Addison, TX. You’ll work in a professional, fast-paced environment alongside the executive leadership team, with frequent interaction across departments at multiple levels of the organization.

The role involves standard office activities with occasional requirements to go off-site as directed by the executive. Must be able to effectively use standard office equipment. Primarily sedentary with some standing, walking, and periodic lifting of up to 10 lbs.

Apply Today — Let’s Grow Together

Ready to bring your executive support expertise, technology fluency, and professional presence to a globally recognized brand? We want to hear from you!

“At Jani-King, we don’t just build careers — we build opportunity.”

NO RECRUITERS OR PHONE CALLS, PLEASE