Management - Executive Assistant

Everllence•Brookshire, TX

20h

About The Position

The Executive Assistant responsibilities include making travel and meeting arrangements while managing a detailed comprehensive outlook calendar and task list for the business unit executive. Conduct research to prepare reports with attention to detail and the ability to prioritize work. The ideal candidate should be proactive and well-organized, have excellent written and verbal communication skills. Ultimately, the Executive Assistant should ensure the efficient and smooth day-to-day operation of our team.

Requirements

Bachelor's degree (B. A.) from four-year college or university preferred but not required; or one to two years related experience and/or training; or equivalent combination of education and experience.
Minimum of 5 years as an Administrator Assistant or similar position.
MS Office (Word, PowerPoint, Excel, Outlook etc.)
SharePoint 2010 (preferred)
Resourceful at finding solutions.
Proactive and flexible.
Multi-tasking abilities and remains calm in stressful situations.
Strong communication skills both written and verbal.
Creative minded in a technical environment.
Excellent attention to detail.
Ability to lift a box up to 25 pounds, actual packing a shipping crate for conferences.
Teamwork and collaboration
Organizational skills
Self-starter, adaptability
Professionalism
Proactive

Responsibilities

Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
Follow-up on assigned work to team members.
Prepares financial reports by collecting and analyzing information.
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
Maintains overview of contractual documents requested, pending, open and completed.
Manages and updates business unit SharePoint site.
Responsible for organization of monthly team meetings.
Project portfolio manager SBU-E for the territory.
Project manager for internal business improvement projects.
Finding and implementing internal efficiency improvement projects.
Executing tasks related to coordinate a joined response for the territory.
Expense reporting.
Prepares expense reports and submits for payment in a timely manner .
Maintains overview of regional team travel plans and activities.
Prepares purchase order requisitions in SAP.
Assists in the training and onboarding of new employees.
Coordinate special internal and external events, including messaging, save the dates, invitations, and all logistics (venue, agenda, catering, guest list, shipping, etc.).
Execute all logistical strategies from start to finish including hotel reservations, informational emails to sales managers, coordination of show services, booth presence, scheduling shipments, promotional items and brochures, maintain annual list of conferences and events.
Maintain appropriate quantities and up to date inventory of business unit power brochures.