Executive Assistant

AQUINAS MANAGEMENT SERVICES•Houston, TX

23d•Onsite

About The Position

This position is responsible for providing administrative support and collaboration to the assigned C-Level Executives and typically acts as a liaison between the assigned Executives and other Senior Management, staff, clients, etc. This position proactively anticipates and addresses Executive needs, and handles multiple priorities to meet deadlines.

Requirements

High School Diploma or GED required
5 – 10 years supporting an Executive, preferably in the Construction industry
Exceptional communication and interpersonal skills
Demonstrated ability to be resourceful, work independently and exercise good judgment and decision making skills
Ability to act assertively and diplomatically on behalf of Executive and Company in a professional and poised demeanor
Advanced Office/Administrative Support and Equipment Operation Skills
Advanced Analytical, Project/Process Management, and Computer/Technical Skills
Advanced Powerpoint, Word, Excel, Outlook Skills

Nice To Haves

some post-secondary education preferred, preferably in Business

Responsibilities

Manage the calendar of the assigned Executives, scheduling and rescheduling items as necessary due to priority, need, urgency, and conflicts, including but not limited to quarterly executive meetings, senior management meetings, one on one meetings with Executive and direct reports, celebrations for service milestones, etc
Coordinate logistics of meetings and events of the assigned Executives, including bot not limited to organizing food orders and A.V. equipment set up
Keep assigned Executives apprised of upcoming meetings, commitments, and responsibilities at all times
Act as a gatekeeper for the assigned Executives, managing their time properly, including but not limited to preventing unnecessary drop ins, probing for the reasoning for meeting requests and resolving one’s self, re-assigning to a more appropriate party, or tabling issue until next regularly scheduled meeting if appropriate
Coordinate all travel arrangements for the assigned Executives, including but not limited to making reservations, gathering driving directions/maps/parking details, checking the weather to determine if flying or driving is more appropriate, printing boarding passes, changing or canceling reservations when necessary, etc
Prepare expense reports, reconcile credit card statements, process and submit medical claims to expedite reimbursements for assigned Executives
Manage the assigned Executive’s budgets, assisting in creating the annual budget by gathering the detail of how much was spent the previous year on certain line items to use to project cost for next year’s budget, ensuring all costs are coded properly when invoices or expense reports are submitted for approval, moving costs out of budget and into another budget when coding is processed incorrectly, confirming that time is charged as allocated, etc
Handle confidential and sensitive information appropriately at all times
Mentor and act as a resource for others within the Company in Administrative roles, facilitating their growth and promoting a supportive work environment
Back fill for other Executive Assistance during times of absence due to vacations or transitioning