Department: Administration/Executive
Location: Houston, Tx
Job Title: Executive Assistant to CEO & Office Manager
Reports to: CEO/COO
General Description/PURPOSE
The Executive Assistant plays a crucial role in providing high-level administrative support to top executives within our organization. The EA serves as a primary point of contact between top executives and internal/external stakeholders, facilitating seamless communication and coordination. This multifaceted role involves managing administrative responsibilities, confidential information, and various projects to support the executive team's objectives. The Executive Assistant is adept at prioritizing tasks, maintaining schedules, arranging meetings, and handling a diverse range of administrative functions. Exceptional organizational, interpersonal, and communication skills are integral to success in this role.
COMPANY GENERAL POLICY AND PROCEDURE
- Attendance: Is punctual and present. Will request time off in accordance with policy. Will document time worked and reasons for tardiness/absence or leaving early according to office policy.
- The requirements listed below are representative of the knowledge, skill, and/or ability required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The competence of the employee in performing his or her job duties will be demonstrated, maintained, and improved on an ongoing basis.
- The statements contained in this position description reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered a detailed description of all the work requirements that may be inherent in the position.
JOB RESPONSIBILITIES
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
- Uses company travel and meeting tools. Follows policies and procedures to make travel/meeting arrangements. Confirms details and creates itineraries.
- Proactively develops relationships with key internal/external client contacts, gains recognition as a team resource.
- Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Completes projects and if necessary, assigns work to clerical staff; following up on results.
- Prepares reports by collecting and analyzing information.
- Provides historical reference by developing and utilizing filing and retrieval systems; takes minutes of major meeting discussions.
- Maintaining office supply inventory by checking stock to determine inventory level; anticipates needed supplies; evaluates new office products; places and expedites orders for supplies; verifies receipt of supplies.
- Ensure operation of equipment by completing preventive maintenance requirements; follows manufacturer's instructions; troubleshoots malfunctions; calls for repairs; maintains equipment inventories; evaluates new equipment and techniques.
- Maintains professional and technical knowledge by attending educational workshops; reviews professional publications; establishes personal networks; participates in professional societies.
- Contributes to team effort by accomplishing related results as needed.
- Assists accountant in retaining and recording all record of corporate expenses and bank account transactions.
- Assists office staff in planning and coordinating all in-office and out-of-office corporate events.
- Assists with preparation of corporate meetings and events.
- Maintains fire proof room and cabinets- noting to others usage.
- Directs visitors by maintaining employee and department directories; giving instructions.
- Maintains security by following procedures; and monitoring logbook.
- Maintains safe and clean reception area, Board rooms, and Kitchen by complying with procedures, rules, and regulations.
Other tasks as assigned.
Financial Management
- Work within approved budget; uses cost saving measures; contributes to profits and revenue.
- Receive all appropriate approvals (e.g., purchase orders, expense reports) for incurred expenses
Customer Service
- Interact with all visitors and fellow employees in a mature, responsible, courteous manner to ensure a positive and professional environment. Responds promptly to customer and coworker needs, and continually strives to improve service.
- Maintain sensitive information in a confidential and professional manner.
REQUIRED QUALIFICATIONS
- MUST have a minimum of 5 years experience working with top level executives.
- MUST be highly skilled in all programs in Microsoft Office, Adobe, and other software.
- MUST be able to work independently with minimal supervision, manage own time effectively, maintain control over all current projects/responsibilities, and follow up on all relevant issues.
- MUST have strong multi-tasking and organizational skills.
- MUST have past letters of recommendations from high level executives.
- Excellent written and verbal communication.
- Effective interpersonal skills, with an ability to interface with personnel at all levels.
Strong attention to detail, and a commitment to quality.
REQUIRED SKILLS
Proficiency in using Microsoft Office suite, with advanced Excel spreadsheet skills.
Self-directed and able to absorb new material quickly.
PHYSICAL REQUIREMENTS
While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands and fingers, handle, type, or feel. The employee is occasionally required to stand; walk; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.
Machines/Equipment Used
Computers, copy machines, telephone, fax machine and other equipment as necessary
Environmental Conditions
Indoor climate-controlled environment; occasional exposure to outdoor climate. Moderate to quiet noise level.
Company Benefits
In a full-time permanent position, you will be able to participate in our company benefit program which includes:
- Group benefits include medical, dental, vision, company-paid $25k life with the option to add more voluntary life insurance coverage for employee and their family, STD, company paid LTD, 401k matching, and a variety of supplemental coverages such as hospital, cancer, legal, etc. available to the employee and their family.
- Employee-funded FSA program.
- Paid Time Off ranging from 5-28 days depending on length of service.
- Profit Sharing Bonus Program
- 100% Employer Paid Pension Plan after 5 years
- Access to company gym and locker rooms in Houston offices
Job Type: Full-time
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Work setting:
Work Location: In person