Executive Assistant

HP•Houston, TX

23h

About The Position

Executive Assistant Description - Job Summary This role is responsible for providing advanced tactical and strategic administrative support to upper-level executives within the organization, managing key records, compiling data for reports, preparing expense reports, and handling executive presentations. The role takes ownership of executives' calendars, schedules complex meetings, acts as a gatekeeper for communications, and manages all aspects of executive travel. The role handles sensitive information with discretion, prepares detailed meeting agendas, and acts as a primary point of contact for stakeholders. The role involves coordinating administrative work within and across departments. The role also creates statistical and analytic reports and presentations for executives highlighting relevant insights.

Requirements

High School Diploma/General Education Diploma (GED)/Higher Secondary education or commensurate work experience or demonstrated competence.
Typically has 8+ years of related work experience, preferably in senior/advanced general administrative support, office services, or a related field.
Administrative Support
Booking (Sales)
Calendar Management
Customer Relationship Management
Event Planning
Executive Information Systems
Expense Reports
Google Workspace
Invoicing
Microsoft SharePoint
Office Equipment
Office Management
Office Supply Management
Organizational Charts
Proofreading
Purchasing
SAP Concur (Travel And Invoice Software)
Taking Meeting Minutes
Travel Arrangements
Workflow Management
Effective Communication
Results Orientation
Learning Agility
Digital Fluency
Customer Centricity
Impacts multiple departments and leads large, cross-division functional teams or projects.
Works on assignments that are highly complex in nature where a strong degree of initiative and technical knowledge are required to resolve problems.

Nice To Haves

Responsibilities

Holds responsibility for performing advanced tactical and strategic administrative support tasks for upper executive-level employees of the organization, and is recognized as the top administrative employee in the department or division.
Handles advanced administrative duties like key records maintenance, compiling data for reports, preparing expense reports, preparing/editing executive presentations, etc.
Takes ownership of executives' calendars, scheduling complex meetings, managing conflicts, and prioritizing appointments, preparing detailed meeting agendas, taking minutes, following up on action items, and anticipating and planning for future scheduling needs.
Acts as a gatekeeper, screening and prioritizing phone calls and emails, and responds to routine inquiries and drafts responses on behalf of executives.
Manages all aspects of executive travel, including international trips, visa applications, and managing travel budgets, and addresses last-minute changes and emergencies.
Handles sensitive and confidential information with discretion and maintains strict confidentiality protocols.
Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and prepares presentations with relevant insights for the executives.
Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.
Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.
Supervises entry-level executive assistants or administrative support staff of the administrative services department.

Benefits

Health insurance
Dental insurance
Vision insurance
Long term/short term disability insurance
Employee assistance program
Flexible spending account
Life insurance
Generous time off policies, including; 4-12 weeks fully paid parental leave based on tenure
11 paid holidays
Additional flexible paid vacation and sick leave