Executive Assistant

Axens North America•Houston, TX

33d

About The Position

The Executive Assistant is responsible for ensuring that their assigned group has adequate support. The Executive Admin interacts daily with various customers, vendors, and all disciplines in the organization.

Requirements

High School diploma or equivalent required.
2-4 years’ experience in a similar role required.
Demonstrated ability in areas of time management/organizational skills
Capability to prioritize tasks as well as seek guidance when conflicts arise.
Proficiency in the use of all Microsoft Office tools, including Word and Excel.
Ability to maintain good working relationships in a multi-cultural office environment.
Experience dealing directly with customers.
Ability to understand a sense of confidentiality

Nice To Haves

SAP (or similar ERP system) experience a plus.

Responsibilities

Organize and prepare business trips (domestic/international) for the department/location.
Order food deliveries for meetings and company events; assist with setup and cleanup
Perform general office functions such as scanning, copying, mailing, and filing.
Perform I-9 verifications for new hires while coordinating with HR.
Review and perform first approval in Cleemy for expense reports.
Follow PR’s and PO’s for general purchasing, in collaboration with Procurement Team.
Review vendor/subcontractors’ invoices; order and manage office supplies.
Answer main line calls and greet visitors and vendors.
Arrange for mail and FedEx deliveries, including scheduling, claims, disputes, and issues as well as domestic/international shipments.
Manage ISO room storage, offsite storage, and archives.
Point of contact for building management communication and issues, including entering work tickets in the building management portal and coordinating items as they arise.
Process time sheets and other internal documents.
Create and update SAP quotes, projects, and purchase orders.
Goods reception in SAP
Coordinate with Project Managers and Finance Team to prepare invoices
Maintain and improve the documentation pertaining to project management in SAP
Perform document control tasks for licensing or equipment projects, if need be.
Assist with onboarding setup and offboarding for employees, contractors & visitors.
Assist with PowerPoint presentations and other projects as needed.
In charge of following the maintenance and cleaning of the company apartments
Performs other duties as assigned by supervisor.