Executive Administrator

Acuren Inspection, Inc.•Houston, TX

11h•Onsite

About The Position

Acuren is currently recruiting for an Executive Administrator for a full time position at their Houston, TX (Galleria) location. This position is an advanced level position that provides comprehensive and administrative support to members of the Executive Leadership Team (ELT) while performing administrative office duties with a high degree of autonomy. The Executive Assistant will be responsible for all facets of maintaining functioning of the corporate office and proactively completing the administrative tasks required, balancing demands of their time, and utilizing extensive administrative expertise to best support the management of critical tasks and information. This position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Requirements

Understanding of corporate records
Ability to take minimal direction and generate highly comprehensive results
Ability to maintain a high level of professionalism, credibility, and confidentiality
Collaborative approach with colleagues, employees, and external contacts
Strong time management and organizational skills with the ability to effectively manage multiple concurrent demands
Sound judgment, including the ability to apply established guidelines and criteria in diverse situations
Superior English literacy, demonstrated excellent communication, interpersonal and conflict resolution skills
A post-secondary degree in Business Administration, or a combination of education and experience
Minimum of 5 years of related experience supporting executives
Minimum of 5 years of related experience in front-desk reception and office management
Proficiency with Microsoft O365, including Word, Excel, PowerPoint, Outlook, OneDrive, and SharePoint

Nice To Haves

Experience supporting executives within a public company

Responsibilities

Providing front desk support and ensuring that visitors are treated in a professional and courteous manner
Receiving and preparing courier packages and processing incoming and outgoing mail
Ensuring office equipment (e.g.: small appliances, photocopiers, and printers) are operating, arranging for repairs, and ordering office and kitchen supplies
Overseeing general cleanliness of office, including kitchen and break areas, during business hours
Serving as the liaison between the Company and property and facilities management
Performing general administrative tasks such as filing, copying, and scanning as needed
Facilitating payment of invoices for office-related expenses
Maintaining calendars for and coordinating scheduling of shared office areas, such as board and conference rooms
Managing complex professional scheduling for senior executives, including meetings, appointments, calls, and other company logistics
Coordinating and arranging all logistics for meetings, including sending calendar requests to attendees; drafting agendas; developing, compiling, and distributing presentation materials; and recording meeting minutes
Managing travel logistics and activities for business trips including reservations for transportation, accommodations, and meals, and ensuring executives have all travel itineraries outlining reservation details
Maintaining refining internal processes that support executive leadership, and coordinating internal and external resources to expedite workflows
Assisting with special projects and events by conducting research, compiling data, and designing and producing complex documents, reports, and presentations
Collecting and preparing information for meetings with staff and outside parties, composing and preparing correspondence, maintaining contact lists, and completing expense reports
Serving as the primary point of contact for internal and external contacts and acting as a liaison between executive leadership and internal/external stakeholders, including clients, board members, and other team members
Coordinating communication and information flow between executives and various departments within the organization
Creating and maintaining a process for sharing important information and organizing documents organizing physically and electronically
Handling confidential information with discretion and professionalism
Prioritizing and managing multiple tasks simultaneously to ensure timely completion
Other work duties as assigned.