EXECUTIVE ASSISTANT 3

AirReps•WALLER, TX

About The Position

The Executive Assistant provides executive-level administrative support to top-level executives. Duties include clerical administration; receiving clients and visitors; arranging travel and correspondence; managing executives’ meetings and calendars; preparing presentations and reports; and scheduling meetings. The role may include training and supervising lower-level clerical staff. It applies advanced knowledge typically gained through education and work experience, manages projects and processes independently with limited supervision, and may coach and review lower-level professionals. Problems can be difficult and sometimes complex, requiring a fresh perspective on existing solutions. The position reports to the CEO / CFO. The company provides equal employment opportunity and complies with applicable federal and state regulations and statutes concerning individuals with disabilities.

Requirements

At least 8 years of experience.
Associate’s degree in business or a related field, or a bachelor’s degree.
Proficiency in Access, MS Word, Excel, and Outlook; high proficiency in Word, Excel, and PowerPoint is required.
Strong work ethic; polished, poised, and resourceful.
Strong relationship-building and interpersonal skills.
Exceptional written and verbal communication skills.
Tremendous attention to detail.
Ability to interact professionally with internal and external personnel throughout the company.
Discretion when handling highly sensitive and confidential information.
Ability to learn quickly, work independently, and prioritize multiple tasks in a deadline-driven environment.
Ability to perform essential responsibilities with or without reasonable accommodations.

Responsibilities

Manage executive schedules, including travel, conferences, appointments, and changes to appointments.
Answer and direct calls, take messages, and greet visitors.
Open, sort, and distribute correspondence, including email, faxes, and mail.
Read and analyze submissions, letters, agendas, and memos; determine their significance and forward them to appropriate personnel in a timely manner.
Prepare reports, collect and analyze information, prepare presentations, and develop and use historical information.
Record meeting discussions and prepare minutes.
Maintain office-supply inventory, anticipate supply needs, and place orders.
Ensure office equipment operates and arrange maintenance when necessary.
Coordinate finances and assist with budget preparation.
Train clerical staff in policies and procedures and arrange computer setup for new employees.
Prepare executive responses to routine memos, letters, and correspondence.
Provide clerical and general office support to other offices.
Delegate tasks and responsibilities to other staff when appropriate.
Interact with customers, resolve issues, document complaints, develop appropriate courses of action, and report unresolved problems to executives.
Perform additional duties as required.