Executive Administrative Assistant

Motiva Enterprises LLC•Houston, TX

About The Position

The Executive Administrative Assistant will play a pivotal role in providing comprehensive administrative support to the Vice President (VP) and Chief Information Officer (CIO). Operating within a dynamic and fast-paced environment, this position involves managing a wide range of administrative functions essential to the smooth operation of the office and the efficient execution of the VP and CIO's responsibilities. From coordinating schedules and meetings to handling sensitive information with confidentiality and professionalism, the Executive Administrative Assistant will serve as a trusted partner to the VP and CIO, ensuring that administrative tasks are completed seamlessly, allowing them to focus on strategic initiatives and leadership priorities.

Requirements

High school diploma or equivalent education
Minimum ten (10) years’ experience as a proven professional assistant, with a minimum five (5) or more years of experience supporting executive levels in a fast-paced technical environment strongly preferred.
Demonstrated proficiency with Microsoft Office (PowerPoint, Excel, Word, Outlook, Teams, OneNote etc.)
General knowledge of OneDrive.
Hands-on experience in scheduling travel arrangements.
Strong organizational skills and multi-tasking ability
Proactive approach to problem-solving with strong decision-making skills.
Experience drafting, editing, and creating professional correspondence and presentations
Ability to effectively communicate with all levels of the organization
Excellent communication, grammar, and proofreading skills, both oral and written.
Strong time management skills, capable of prioritizing and managing multiple tasks in a fast-paced environment.
Attention to detail and problem-solving skills
Ability to demonstrate resourcefulness and adaptability by handling unforeseen circumstances when they arise
Proven ability to handle sensitive matters with integrity and discretion.
Availability outside of standard hours to address priority business and crisis situations occasionally.
Demonstrated strong organizational skills, capable of seamlessly performing and prioritizing multiple complex tasks with excellent attention to detail.

Nice To Haves

Bachelor’s degree
Experience with SAP/Ariba

Responsibilities

Execute a variety of administrative tasks necessitating confidentiality, initiative, and discernment.
Manage incoming phone calls, correspondence, and mail, including organizing and preparing confidential materials for executive meetings.
Coordinate travel arrangements for executives, including flights, accommodations, transportation, visas, and passports.
Maintain and organize the Executive Leadership Team (ELT) calendar, scheduling recurring and ad-hoc meetings as needed.
Collaborate with other Administrative Assistants to schedule quarterly meetings and coordinate conference rooms.
Interface professionally with all levels of the organization.
Cultivate positive relationships with internal and external Personal Administrative Assistants, facilitating meetings, dinners, and access to One Allen Center.
Assist in the onboarding process for new team members.
Validate credit card expenses and complete monthly expense reports accurately.
Maintain the utmost confidentiality when handling highly sensitive data.
Manage filing systems and records, ensuring efficient records management.
Perform various miscellaneous job-related duties, such as arranging catering for meetings, event planning, and providing support for large meetings and team off-sites, including cleanup afterward.
Address problems of diverse scope, requiring both data analysis and judgment.