Executive Assistant

Riveron•Houston, TX

4d•Onsite

About The Position

The Executive Assistant is responsible for providing administrative support to Senior level executive management and will also be responsible for the coordination of reception and supporting office management needs. This position performs a variety of advanced administrative duties, while serving as an administrative liaison with others outside the department. This position exercises initiative and extensive knowledge of practices and procedures. Full Time • Monday through Friday - In-office 8:30am – 5:30pm

Requirements

Bachelor’s degree or equivalent experience.
3+ years of administrative experience supporting Senior level executive management required.
Experienced in coordinating complex international and domestic travel arrangements for executives, including flights, accommodations, itineraries, and logistics to ensure seamless travel experiences.
Mastery of Microsoft Office Products.
Basic knowledge of IT and how to configure office equipment.
Strong initiative with ability to independently. Takes initiative to assess and improve operational efficiencies of normal work tasks.
Excellent time management and prioritization skills. Must be able to handle several tasks at once in a fast-paced environment.
Takes pride in work, exhibiting accuracy and attention to detail.
Entrepreneurial spirit and a solution-oriented mindset.
Ability to work in ever-changing, dynamic environments.
Ability to craft and deliver written and oral messages, and make recommendations to a variety of audiences, including client leadership and internal teams.
Desire to get involved in the Riveron culture and internal initiatives, including community service, training, interviewing, intramurals, and other social/networking activities.

Nice To Haves

Notary Public certificate desired but not required.

Responsibilities

Screen incoming calls, field questions, and respond independently when possible. Exercise judgment and discretion to monitor all incoming/outgoing communications.
Maintain and update professional contacts in Outlook.
Manage calendars; act as a "gatekeeper" and prioritize business for time efficiency, anticipating and resolving any potential scheduling conflicts. Coordinate on-site and off-site meetings.
Organize comprehensive business travel arrangements (domestic and international). Provide detailed itineraries, compile necessary travel documentation, and anticipate all travel needs (hotel accommodations, air, ground transportation, meal reservation, entertainment, etc.).
Prepare expense reports and reconcile monthly credit card accounts in a timely and thorough manner.
Plan, coordinate, and execute event logistics including food and beverage, guest rooms, evening events and happy hours, audio/visual equipment, vendor proposals/invoices, and meeting related travel.
Assist in supporting business and market development activities.
Assist in the creation of meeting materials including agendas and presentations and shipping meeting materials.
Maintain efficient filing and organization of correspondence, reports, and meeting materials.
Serve as a Receptionist/Front Desk Coordinator greeting guests. Serve as a liaison for vendors and property management services.
Greet new hires and coordinate day one logistics.
Collaborate with all internal departments and be the Miami point of contact for all local items.
Maintain, organize, and keep neat and clean the break room, supply room and reception area. Order and stock kitchen and office supplies.
Manage ad-hoc projects as requested and provide backup to other assistants in their absence.