Executive Assistant; OC

Job # OC26045

Job Title Executive Assistant

Office Location Houston, TX preferred

Business Function/Department Administration

Sales Territory, if applicable

Provide comprehensive executive level administrative services to the President and CEO, primarily, and other executives and internal and external key stakeholders, as needed, exemplifying the Company brand on behalf of the CEO.

• Proactively manage the CEO’s calendar, scheduling meetings, appointments, and calls, ensuring accurate time allocation and conflict resolution
• Plan, organize, and execute arrangements for business meetings; prepare and distribute materials, minutes, and associated documents and communications, as needed
• Prepare documents, presentations, agendas, reports, and communications for distribution internally and externally
• Evaluate incoming calls and other communications and inquiries; prioritize; and respond and/or refer, as appropriate
• Organize domestic and international travel for the CEO, including flights, accommodations, ground transportation, and itineraries
• Monitor expenses, prepare and process expense reports for the CEO
• Manage sensitive matters with utmost discretion and confidentiality, ensuring company and personal information is protected
• Plan, organize, and administer a variety of Company activities, as requested
• Provide office operations assistance, including supplies management and office management, as requested
• Coordinate with vendors for office services and maintenance, as requested

• Bring full effort to bear on tasks assigned by manager
• Give manager best advice
• Give earliest notice when work cannot be delivered as specified
• Cooperate and collaborate with peers and interact cross-organizationally as specified by manager
• Exemplify Company Core Values:
  Integrity, Client Focus, Team Orientation, and Personal Commitment
• Comply with all Company policies, practices, and procedures and all regulations and laws
• Recommend viable improvements proactively
• Ensure effective utilization of business tools and processes

• Associate’s degree in a related field or equivalent via education and/or work experience
• 5 years' executive administrative experience, reporting to C-suite executive(s) in a professional office environment
• Demonstrated successful experience safeguarding sensitive information with discretion and confidentiality
• Demonstrated business acumen, navigating diverse situations, assessing priorities, and making sound judgments
• Demonstrated excellence in written and verbal communications, interacting effectively with internal and external stakeholders across all organizational layers
• Demonstrated results requiring professional quality, accuracy, and timely execution of assignments
• Demonstrated expertise in administrative, clerical, recordkeeping, and office systems and equipment
• Expertise in Microsoft Office Suite, calendar applications, and other relevant software.
• Demonstrated continuous improvement in areas of responsibility
• Demonstrated successful working relationships with clients, suppliers, and other internal and external contacts
• Demonstrated successful and positive personal leadership, interpersonal, organizational, administrative, and communication skills
• Availability to travel less than 5%

• Bachelor's degree in a related field of study
• 9 years' executive administrative experience reporting to C-suite executive(s) in a global, high growth, engineering services organization

EEO/AA/M/F/Vet/Disability Employer