Assistant, Executive

American Bureau of Shipping•Spring, TX

23h•Onsite

About The Position

The Executive Assistant provides confidential professional secretarial and administrative support to an Executive Officer of ABS. The professional may also provide general administrative assistance to entire department staff members as necessary. Frequent contact with Board & Committee Members is required for the coordination of agenda items, hotel accommodations, meeting schedules, attendance, or other Board or Committee-related issues. Works closely with the Executive Assistant to the 'Chairman of ABS' in the coordination of high-level industry meetings or social events. Can designate a member of the administrative support staff, i.e., exempt, or non-exempt administrative/clerical support staff to work on such projects.

Requirements

High School diploma or equivalent
A minimum of seven (7) years of previous experience as an Administrative Assistant to an Executive, or a combination of education and experience.
Advanced knowledge and skills in the use of office automation software, which may include a spreadsheet or database applications, word processing, and presentation applications. Ability to learn additional programs as required.
Excellent oral and written communication skills.
Must have strong interpersonal skills and the ability to deal with levels of employees and outside clients in a professional and business-like manner.
Ability to handle routine and non-routine business matters in the absence of an executive.
Ability to prioritize workload and handle assignments simultaneously as may be required.
Must have strong organizational skills.

Nice To Haves

Some colleges preferred
Ability to develop a working knowledge of ABS Rules, Guides, statutory regulations, and related instructions, as well as the ABS Employee Safety Policy.

Responsibilities

Uses independent judgment in carrying out responsibilities and takes the initiative to handle routine and semi-routine matters
Maintains schedule of appointments and meetings, keeps track of, travel schedules, and informs direct reports of same.
Screens phone calls, take clear and complete messages, and directs calls to the appropriate individual. Where appropriate, directly handles routine and semi-routine matters on behalf of an Executive Officer of ABS.
Processes correspondence, maintains filing system, and sorts and distributes department's mail as required.
Handles processing of vendor invoices, weekly entries of timesheets, and preparation of travel expense reports as required.
Arranges and coordinate executive travel itinerary and hotel reservations with a company-designated travel agency. Works closely with travel agents to finalize the details of travel arrangements.
Maintaining a current listing of ABS Members and assisting with the Board of Directors membership listing or other special ABS Committees as assigned. Must become familiar with the ABS database for maintaining such memberships and mailing lists, and work closely with the Marketing Department for maintaining related information in the ABS database.
May provide direction and guidance to members of the office administrative support staff in project work as assigned.
Making any necessary arrangements for various business and committee meetings that are attended by the Chairman and other officers of the Senior Executive Staff, including but not necessarily limited to air travel, hotel accommodations, meeting space, or other required reservations for social functions, or for the entertainment of clients.
May negotiate, review, and approve contracts for meeting space or social functions. May be required to organize guest lists or rooming lists for hotels or resorts; and may be required to develop meeting agenda and schedule of events for same.
Prepares a list of clients or committee members attending functions or meetings, or who may be visiting the corporate office.
Keeps the Receptionist informed of the names of visitors to the ABS office in the event of business or committee meetings.
Performs routine and non-routine clerical tasks with little or no supervision.
May provide occasional work direction and instruction to other Administrative Assistants.
Keeps abreast of PC business applications and attends training courses as needed.
Maintains the limited inventory of office supplies or shares a common storage area for same.