Executive Assistant

Position Summary

Reporting to a Senior Executive, the Executive Assistant role in Houston, TX provides confidential support services and coordination of departmental activities, including support for multiple leaders and other team members, both internal and external, in the execution of their duties. The position will be responsible for providing administrative support to all team members within the department.

• Provide general administrative support including meeting coordination, expense reports for the VP’s, Directors, Managers and others in the department in conjunction with receipt of monthly credit card statements.
• Maintain calendars for team members, coordinate conference calls and meetings, plan team building events and prepare agendas.
• Provide travel related support to the department including ensuring travel documentation is adequate, booking travel arrangements, and managing unexpected travel changes.
• Liaise with team to coordinate various office logistics (moves, equipment), meetings, catering, etc.
• Manage procurement of goods and/or services for the department – including receipt of renewal / quote, creation of purchase orders, allocation of future costs, coordination of PO approval, etc.
• Provide support as required for transitioning documents into new corporate controlled document framework.
• Ensure appropriate approval records for new/updated documents are received and approved by appropriate senior executive prior to publishing documents.
• Assist with various business reports and presentations for senior-level audience (ELT/Board)
• Ensure SharePoint repository is maintained and organized
• Manage budgets and coordinate annual Budget process for the team
• Support onboarding and offboarding of employees and contractors
• Manage the department records of all sick days and vacation & any reporting requirements for the teams supported, including the submission of data to Payroll.
• Provide confidential secretarial, administrative and organizational support to others as required
• Serve as backup support for the Executive Assistant team as required.

• 10+ years’ experience at a senior administrative level
• Strong interpersonal and communication skills (oral and written)
• Consistent and proactive organizer with outstanding attention to detail
• Advanced computer skills, including Word, Excel, PowerPoint, other web-based programs
• Able to manage several competing priorities efficiently and effectively
• Solid time management skills
• Able to manage confidential issues with tact and diplomacy