Executive Assistant

Southwest Airlines Dallas, Texas
executive assistant assistant communication airlines coordinate presentations travel executive assistant assistant corporate administrative procedures management
March 17, 2023
Southwest Airlines
Dallas, Texas



Our Company Promise

We are committed to provide our Employees a stable work environment with equal opportunity for learning and personal growth. Creativity and innovation are encouraged for improving the effectiveness of Southwest Airlines. Above all, Employees will be provided the same concern, respect, and caring attitude within the organization that they are expected to share externally with every Southwest Customer.

Job Description:

All of Southwest’s People come together to deliver on our Purpose; Connecting People to what’s important in their lives through friendly, reliable, and low-cost air travel. The Executive Assistant support our Purpose in their work in the Technology Department, where they will primarily assist Vice Presidents who oversee Commercial and Customer Operations. This role will manage various calendars and priorities, where they’ll need to be able to pivot to different tasks and highly visible and complex projects as priorities arise. The Executive Assistant is a critical thinker with strong communication skills who’s excited to support Teams critical to Southwest’s success. 


Additional details: 

  • The culture of Southwest Airlines means we embrace a flexible workplace and value the camaraderie, collaboration, and innovation that occurs when we come together and interact face-to-face at our vibrant Corporate Campus. This role is a hybrid position based out of our Corporate Campus in Dallas, TX, which requires Employees to work onsite on our Corporate Campus at least three days a week. The Department designates the specific three days of the week Employees must work on-site.    

  • U.S. citizenship or current authorization to work in the U.S. is required, and no current or future work authorization sponsorship available.  

  • For eligible Leadership and individual contributor roles, additional bonus opportunities are available and awarded at the discretion of the Company. 


Southwest Airlines is an Equal Opportunity Employer. We continue to look for opportunities to reflect the communities we serve, and welcome applicants with diverse thoughts, backgrounds, and experiences.


  • Understand Executive’s business, goals, priorities, expectations, overall Company strategy and organizational structure

  • Identify problems, evaluate solutions and alternatives, determine when Executive action is required

  • Coordinate, direct, oversee and perform all administrative services includes policies and procedures for Executive and Department

  • Manage and maintain Executive’s records and filing systems, comply with record retention policies and legal holds as needed

  • Coordinate departmental finances, budget preparation, expense reports, and personnel issues

  • Strategically manage schedules, coordinate and prioritize, manage schedule conflicts and changing business and personal prioritizes, ensuring necessary follow-up, maintain current and accurate Executive calendar appointments

  • Plan and execute internal and external important, highly visible, and highly confidential meetings and events of various sizes for Board of Directors and Executives, coordinate all details

  • Assist with project management, manage deadlines for Executive and Team, may create or edit simple presentations

  • Manage Executive’s inbox; read, sort, route, prioritize and distribute incoming mail or other materials

  • Prepare correspondence, messages, reports and presentations, distribute communication on behalf of Executive, including Employee communication, external business, and others, as required

  • Apply Executive's voice to manage and execute communication, departmental communication such as memos, social media platforms, internal and external presentations and Executive correspondence, proofreading and editing presentations as needed

  • Provide Executive with pertinent materials and preparation for meetings

  • Lead, support and execute large event planning for Executive and Department

  • May perform other job duties as directed by Employee’s Leaders

Knowledge, Skills, and Abilities

  • Knowledge of general business and management principles

  • Knowledge of administrative procedures and systems such as word processing, recordkeeping, and other office procedures and terminology

  • Knowledge of technology platforms and ability to do troubleshooting for Executive

  • Knowledge of principles and processes for providing Customer and personal services, including Customer needs assessment, meeting quality standards for services, and evaluation of Customer Satisfaction

  • Skilled in project management, managing one's own time and the time of others, and the ability to multi-task and pivot tasks unexpectedly

  • Skilled in making complex travel arrangements, advising on routes and options

  • Skilled in communicating effectively as appropriate for the needs of the audience both in verbally and in writing

  • Skilled in using Microsoft Office Suite, including Teams

  • Ability to prioritize, manage and balance multiple priorities and competing requests in a high volume, fast-paced environment

  • Ability to partner and build relationships across the enterprise, companywide

  • Ability to work independently as well as in a team environment, across the business, with a can-do attitude

  • Ability to maintain confidentiality and work with minimal supervision

  • Ability to prioritize, manage and balance multiple priorities and competing requests in a high volume, fast-paced environment


  • Required: High School Diploma or GED


  • Intermediate level experience, fully functioning and broad knowledge in:

    • Administrative Support

    • Customer Service

    • Project Lead related fields


  • N/A

Physical Abilities

  • Ability to perform work duties from limited space workstation/desk/office area for extended periods of time

  • Ability to communicate and interact with others in the English language to meet the demands of the job

  • Ability to use a computer and other office productivity tools with sufficient speed and accuracy to meet the demands of the job

  • Ability to raise 25 lbs on an occasional basis

Other Qualifications

  • Must maintain a well-groomed appearance per Company appearance standards as described in established guidelines

  • Must be a U.S. citizen or have authorization to work in the United States as defined by the Immigration Reform Act of 1986

  • Must be at least 18 years of age

  • Must be able to comply with Company attendance standards as described in established guidelines

  • Ability to work in an on-call environment and have a flexible work schedule to support the needs of the business as necessary

  • Ability to travel with some overnight stays required

As an Executive Assistant, you can expect:  

  • Fly for free, as a privilege, on any open seat on all Southwest flights—your eligible dependents too.  

  • Up to a 9.3% 401(k) Company match, dollar for dollar, per paycheck.*  

  • Potential for annual ProfitSharing contribution toward retirement - when Southwest profits, you profit.**  

  • Explore more Benefits you’ll love: swa.is/benefits   

*401(k) match contributions are subject to the plan’s vesting schedule and applicable IRS limits  
**ProfitSharing contributions are subject to plan’s vesting schedule and are made at the discretion of the Company

Southwest Airlines is an Equal Opportunity Employer.
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