Executive Assistant

Summary

ASM Global, the leader in privately managed public assembly facilities, has an immediate opening for an Executive Assistant at NRG Park in Houston, Texas. NRG Park comprises four major venues: NRG Center (one million+ sq. ft. Convention Center), NRG Stadium (home of the Houston Texans and The Houston Livestock Show & Rodeo), NRG Astrodome, and NRG Arena.

• Receive, route, and file incoming and outgoing correspondence to ensure timely replies and appropriate action.
• Review all correspondence to remain informed of all activities and pertinent information.
• Receive and screen telephone calls and visitors, providing routine information regarding events, operations, policies, and procedures.
• Maintain a variety of electronic and paper files and records of information such as budget, event files, expense records, service agreements, and construction information.
• Maintain and coordinate travel arrangements and keep the daily calendar for Executive Management.
• Draft letters, monthly and quarterly reports, and other correspondence accurately and on time.
• Prioritize and respond independently to all correspondence.
• Research and prepare information for comprehensive reports.
• Draft, proofread, and process reports and related documents.
• Maintain and organize executive office areas, ordering all necessary supplies and materials.
• Remain informed of company policies and procedures, answering related internal and external questions within authority.
• Monitor press releases and news articles related to the company and facility.
• Organize back‑up coverage among the administrative team.
• Create and conduct training for the administrative team.
• Manage expense reports for Executive Management.
• Research and handle special projects.
• Monitor status of permits to ensure they are kept up to date and all fees are properly applied to processed licenses and permits.
• Submit paperwork and enter data for various permits such as building, occupancy, fire prevention, maintenance, and waste permits.
• Maintain all company files relating to site plan applications, approvals, insurance, licenses, and permits.
• Review contractor insurance certificates to ensure compliance with facility requirements.
• Plan and manage executive meetings, including the Monthly Board Meeting.
• Enforce building and company rules.
• Respond to and assist with emergencies.
• May perform other duties as assigned.

• Carry out supervisory responsibilities in accordance with all policies and applicable laws.
• Plan, assign, and direct work, address complaints, and resolve problems.

• Possess knowledge of the principles of facility management, building operations, maintenance, practices, and safety requirements.
• Work independently, exercising judgment and initiative.
• Work effectively under pressure and/or stringent schedule and produce accurate results.
• Maintain an effective working relationship with clients, employees, contractors, exhibitors, patrons, and others encountered in the course of employment.
• Define problems, collect data, establish facts, and draw valid conclusions.
• Interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Organize and prioritize work to meet deadlines.
• Follow oral and written instructions and communicate effectively with others in both oral and written form.
• Model exceptional teamwork and positive communication with all staff.
• Display a pleasant and helpful telephone demeanor when assisting guests, exhibitors, clients, and staff.
• Demonstrate knowledge in operational procedures, facility capabilities, industry terminology, and event‑related services for the types of events anticipated at the facility.
• Possess a thorough understanding of the facility's layout.
• Work extended and/or irregular hours including nights, weekends, and holidays, as needed.

Two (2) years of college‑level business training and a minimum of three (3) years experience in a clerical or secretarial position; or an equivalent combination of education and experience. Previous administrative experience preferred.

• Strong written, verbal, and computer skills.
• Remain flexible and adjust to situations as they occur.
• Work in a fast‑paced environment.

Operate a personal computer using Windows, Word, Excel, File Maker Pro (Database), and other standard office equipment.

Be licensed to operate a motor vehicle in the United States.

Regularly required to move around the facility; stand for long hours during events; talk and hear. May require work inside or outside the building as needed by events.

ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.