Executive Assistant

PCCA•Houston, TX

About The Position

This position will provide support to the company’s CEO and continuous communication with high levels of senior management and coordination of meetings and work across PCCA and its various affiliate companies.

Requirements

High school diploma or equivalent
Three years of administrative experience supporting Executive level Managers
Recent experience working with a variety of office equipment, i.e. fax machines, scanners, printers
Must be detail and process oriented
Ability to work in a collaborative team environment
Excellent customer service skills
Excellent verbal and written communication skills
Excellent organizational, project management
Excellent multi-tasking, relationship management and problem solving skills
Advanced skills in Microsoft Word, PowerPoint and Outlook
Intermediate level computer skills in Excel, SharePoint

Responsibilities

Provide administrative support to the CEO
Handle incoming calls and respond to inquiries, when necessary
Manage, schedule, and maintain frequently changing Outlook calendar
Coordinate all aspects of CEO appointments, meetings, receptions and conference calls, travel and assist the CEO with follow-up
Prepare and review materials and correspondence for meetings, if necessary
Know deadlines and anticipate the resources (materials and individuals) needed
Represent the CEO and the company when corresponding with the public, vendors and internal departments
Research and compile information from a variety of sources for the preparation of period-end and other various management reports, when necessary
Analyze situations accurately and adopt an effective course of action under tight time deadlines
Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
Understand impact of schedule changes and take action to adjust
Ability to defuse potentially stressful situations with diplomacy and calm
Assist with creation or modification of presentations, spreadsheets, and other various documents, i.e. word documents
Coordinate frequent travel arrangements; both international and domestic
Prepare, reconcile, and track expense reports through system when necessary
Organize and secure highly confidential company and employee information
Coordinate small to large meetings and events with internal and external invitees
Data mining and report preparation
Attend meetings, taking note of follow-up items for the CEO, Prepare meeting minutes, as required
Serve as back up support for other managers or administrative staff, as required
Special projects, as required