Executive Assistant

Gulf Copper LLC•Galveston, TX

About The Position

Gulf Copper LLC, a subsidiary of Davie Defense, is a marine repair and new construction company based in Galveston, Texas. It repairs and refurbishes marine vessels and performs ship construction and fabrication for transportation, government, and oil and gas markets. The Executive Assistant provides high-level administrative support to executives and the Executive Office Manager, supporting daily operations, reporting, communications, scheduling, events, and departmental initiatives. The role maintains ShareFile sites and supports related contracts, quality management, and cybersecurity reporting, and may perform compliance work as a Local Quality Assurance Representative. It also supports the Employee Stock Ownership Plan Communications Committee, company-sponsored events, employee engagement, and community outreach. The position represents Gulf Copper with external organizations and the public as requested. The position requires mobility in a standard office setting and attendance at meetings at locations inside and away from the office. Work includes operating standard office equipment, lifting and carrying materials up to 20 pounds, and looking at a computer screen for at least eight hours each day. It involves regular exposure to outdoor weather conditions, including hot, humid, or rainy weather, as well as time indoors in environmentally controlled conditions.

Requirements

Five or more years of executive administrative support experience is preferred.
Experience and strong knowledge of Microsoft 365, including Outlook, SharePoint, OneDrive, Teams, Word, Excel, and PowerPoint.
Experience scheduling executive meetings and arranging travel for upper management.
High performance and ability to work as a strong team player.
Excellent interpersonal and communication skills.
Strong customer satisfaction skills in person and over the telephone.
Strong organizational skills, including setting priorities and meeting deadlines.
Knowledge of basic supervisory principles and practices.
Proper English usage, spelling, grammar, punctuation, and business correspondence formatting.
Good independent judgment.
Ability to conduct basic research and prepare reports and recommendations.
Commitment to company values, policies, procedures, and safety program.
Ability to work in a standard office setting, use standard office equipment, and attend meetings at various locations.
Ability to lift and carry materials weighing up to 20 pounds.
Ability to read printed materials and computer screens and look at a computer screen for at least eight hours each day.
Hearing and speech sufficient to communicate in person and by telephone.
Regular exposure to outdoor weather conditions, particularly hot, humid, or rainy weather, and work indoors in environmentally controlled conditions.

Nice To Haves

Associate’s degree in business administration is preferred.
Five or more years of executive administrative support experience is preferred.

Responsibilities

Provide high-level administrative support through research, complex report preparation, staff communications, and handling information requests.
Maintain ShareFile sites for contracts, the quality management program, and cybersecurity systems and reporting.
Perform compliance tasks, which may include serving as a Local Quality Assurance Representative (LQAR).
Prepare and distribute meeting notes and minutes, correspondence, presentations, expense documents, statistical reports, and monthly reports.
Use Outlook, SharePoint, OneDrive, Teams, and Microsoft Office applications to support office operations.
Participate in and assist with Employee Stock Ownership Plan Communications Committee events; coordinate office activities such as picnics, birthday celebrations, and community service.
Oversee projects or programs and, as applicable, supervise, train, monitor, and evaluate administrative staff.
Arrange executive travel, receive visitors, and coordinate meetings and conferences.
Maintain information requests and populate portals used by customers, vendors, clients, and leadership teams.
Represent the company through participation in industry associations, community and business groups, and other activities as requested.
Run external errands, such as ordering or picking up meeting lunches and handling mail and package drop-offs or pickups.
Represent Gulf Copper positively to the public, businesses, and other agencies as requested.
Prepare, track, and submit executive expense reports, receipts, and supporting documentation in accordance with company policies.
Assist with planning and executing company-sponsored events, leadership meetings, employee engagement activities, and community outreach initiatives.
Coordinate catering logistics, including setup, vendor communication, inventory management, and cleanup.
Maintain inventory and distribution of employee recognition items, company merchandise, promotional materials, and employee swag.
Provide administrative support to the Executive Office Manager, including overflow assignments, special projects, reporting, scheduling, and departmental initiatives.
Maintain conference room readiness and prepare event spaces for employees, customers, vendors, and guests.
Support internal communications and employee engagement initiatives that promote company culture and organizational effectiveness.
Assist with ordering office supplies or company items as needed.
Inform the Executive Office Manager of needed office and meeting supplies bi-weekly.