The Administrative Assistant Provides administrative support by preparing correspondence, scheduling meetings, constructing minutes, and maintaining director's calendar and assigned managers. Maintains routine records, and files in an efficient manner. Looks for innovative ways to improve work procedures and methods that primarily result in time and cost savings. Work requires collaboration with both internal and external contacts in order to complete job duties, resolve problems, and improve efficiency. Communication with external contacts is required to provide or gather information, handle routine transactions and provide information.
Telephone coverage for the executive
Actively manage the calendars of executive and work effectively with others to coordinate/plan meetings and conference calls
Book international & domestic travel arrangements and organize itineraries
Processing of expenses
Typing/formatting of documents, scanning and photocopying
Manage general office needs such as bills to be paid, ordering and restocking supplies (office and kitchen), and mail distribution
Interface with building management, contractors and service professionals
Organize and plan for various office events and visitors
Preparation of FedEx packages
Support rollout of company initiatives that include coordination with other offices
Coordinate with HR and IT on new hire on-boarding for Houston office
Maintain office equipment (fax machines, copiers, printers, etc.)
Standard work hours are 8:30-5:30 with some overtime (exempt position). Working until 6/6:30pm should be expected. Comprehensive benefits package is offered, along with an annual bonus opportunity.
1 year Executive Assistant and/or Office Management experience. The ideal candidate will have office management and executive support experience, preferably within a small office environment where a variety of duties and projects is the norm.
Independent self-starter with a positive attitude and strong problem-solving skills
Willingness to work overtime as needed
Strong MSOffice skills (Word, Excel, PowerPoint, Outlook); PowerPoint and Excel will be used regularly to create and update presentations
Tech savvy (hardware and software)