Administrative Assistant

Hilcorp Ventures•Houston, TX

27d•Onsite

About The Position

Provides administrative assistance to JDHC staff as needed, assembles presentation decks, prepares agendas, and records action items for various meetings. Coordinate and support the planning and execution of events, meetings, and travel. Monitor and manage office supplies and kitchen inventory, including identifying and negotiating with Vendors. Maintain and update contact list and distribution list as requested by Executives. Answers, responds to, and/or appropriately directs telephone calls from staff, public, and outside vendors. Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Coordinates and monitors conference rooms for all meetings and conference calls. Manages mail and delivers correspondence/packages from the mailroom accordingly. Research flight options, hotel accommodations, and transportation services via rental car companies or private transportation services. Assist with Expense Report submission and approvals for Executives. Assist with basic invoice payment, W9 requests, and business expense reporting for department heads. Help coordinate training sessions, employee meetings, and firm events. Coordinate special projects assigned by JDHC Executives and/or the JDHC Executive Assistant. Maintains employer and employee confidence and protects corporate assets, including intellectual property, by keeping information confidential. Contributes to team effort by accomplishing related results as needed. Maintains a tidy and organized office environment, support other executive team staff members with administrative tasks, assist with upkeep of office equipment.

Requirements

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Excellent written and verbal communication skills
Strong organizational and time management skills
Ability to multitask and prioritize tasks effectively
Discretion and confidentiality
Attention to detail

Nice To Haves

Experience with event planning
Experience with travel coordination
Experience with vendor management
Experience with invoice processing and expense reporting

Responsibilities

Provides administrative assistance to JDHC staff as needed
Assembles presentation decks
Prepares agendas and records action items for various meetings
Coordinate and support the planning and execution of events, meetings, and travel
Monitor and manage office supplies and kitchen inventory, including identifying and negotiating with Vendors
Maintain and update contact list and distribution list as requested by Executives
Answers, responds to, and/or appropriately directs telephone calls from staff, public, and outside vendors
Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness
Coordinates and monitors conference rooms for all meetings and conference calls
Manages mail and delivers correspondence/packages from the mailroom accordingly
Research flight options, hotel accommodations, and transportation services via rental car companies or private transportation services
Assist with Expense Report submission and approvals for Executives
Assist with basic invoice payment, W9 requests, and business expense reporting for department heads
Help coordinate training sessions, employee meetings, and firm events
Coordinate special projects assigned by JDHC Executives and/or the JDHC Executive Assistant
Maintains employer and employee confidence and protects corporate assets, including intellectual property, by keeping information confidential
Contributes to team effort by accomplishing related results as needed
Maintain a tidy and organized office environment
Support other executive team staff members with administrative tasks
Assist with upkeep of office equipment