Assistant, Executive

American Bureau of Shipping•Spring, TX

About The Position

Responsible for providing administrative support to the Global Finance department. Requires the ability to manage confidential information and interact with executive-level management and Board members. Uses independent judgment in carrying out responsibilities and takes initiative to handle routine and semi-routine matters.

Requirements

Requires a minimum of 5 years previous administrative office experience or a combination of education and experience.
High School Diploma or equivalent.
Advanced level skills in office software (some of which may include Excel, Word, PowerPoint, Outlook, etc.).
Aptitude to learn additional programs as required such as Copilot, Sierra, etc.
Advanced level skills in the use of office equipment (copiers, etc.).
Excellent oral and written communication skills.
Ability to communicate professionally with executives and maintain confidential information.
Advanced level clerical and general office skills.
Ability to handle routine and non-routine business matters in the absence of or on behalf of the CFO and Finance Vice Presidents.
Ability to simultaneously handle multiple assignments and prioritize workload accordingly.
Demonstrated ability to interface with all levels of personnel.
Working knowledge of the ABS Health, Safety, Quality and Environmental Management System.

Responsibilities

Directly handles routine and semi-routine matters on behalf of the CFO or Finance Vice Presidents where appropriate.
Processes correspondence using a word processing system and composes routine correspondence on behalf of the CFO or the Vice Presidents, potentially including graphics and scanning images.
Opens, sorts, and distributes departmental mail, organizing it on behalf of the CFO or Finance Vice Presidents.
Maintains calendars for Finance leadership schedules.
May support preparation of Finance department budgets, forecasts, and analysis of actual results.
May handle processing of vendor invoices in a timely manner.
Performs non-routine clerical tasks with little supervision.
Sets up and maintains files in a timely and organized manner.
Makes travel arrangements, including complex international travel, as necessary.
Serves as a liaison to Facilities Management for oversight of Finance seating arrangements.
Supports department leadership engagement activities, including Global Town Halls, social gatherings, and holiday parties.
Supports scheduling and preparation of materials for Board and Board Committee meetings.
Supports meeting scheduling, takes meeting minutes, handles catering orders, and performs other related activities.
Provides work direction, instruction, and mentoring to junior-level support staff.
Assists with onboarding new employees.
Serves in an administrative capacity on department project teams, as necessary.
Secures and arranges setup of meeting rooms for department meetings or events.
Ensures office supply inventory for the department is maintained.
May support timesheet processing for Finance Vice Presidents.
May support or process expense reports and generates or processes other reports as necessary.
Keeps abreast of PC business applications by maintaining contact with other administrative assistants and members of Information Management Services.
May perform other tasks or participate in special projects as assigned.
Supports the Finance department with other required coordination across the team.