Our client, a major Oil & Gas company, is seeking an Executive Assistant to work in an ongoing contract (with the possibility to become a permanent employee) in Houston, TX.
Requirements:Minimum Requirements: High School diploma5 years of secretarial/administrative support experience and at least 2 years of executive secretary experience.Use office equipment such as computer, calculator, copy and fax machineExcellent attention to detailStrong verbal, written and interpersonal skillsKnowledge of oil and gas terminologyWorking knowledge of Microsoft Suites, excellent spelling & grammar skills.
Preferred Requirements:BS in Business Administration or equivalent industry experience.
Detailed Responsibilities:Relieve management of administrative detail, all projectsCoordinate workflowUpdate and chase delegated tasks to ensure progress to deadlinesTake initiative in EVP's absenceKeep delegated projects on scheduleMaintain procedures manual to ensure consistent performance of routinesManagement and scheduling of executive conference rooms
CommunicationCompose correspondence/reports for the owner or manager's signatureArrange essential mail in priority action order for EVPCheck deadlines on incoming requests and follow up on distributed documentsResearch, draft or abstract reports as requested
PhoneArrange "callbacks" to protect EVP's timeProvide back-up materials for callbacksRoute calls elsewhere as needed
Appointments/MeetingsMaintain calendar; ascertain which events require EVP's presenceMake all necessary arrangements for meetings for the EVP and other executives.Fix commitments to maximize EVP's time efficiency; Allow decision/desk timeWhen EVP chairs meetings - prepare agenda in advance, arrange meeting facilities, follow up for confirmation of attendance.
ConfidentialityPerform to earn EVP's full confidenceAssure discreet handling of all business
VisitorsScreen to control interruptionsProvide back-up data as neededArrange amenities as needed
TravelArrange travel for EVP and other executives through internal or outside agentsPrepare itinerary, trip file, and suppliesPrepare expense report tools for EVPComplete expense reports after a trip
- Organize and plan the events, arranging details as outlined by the EVP.
- Propose a budget for approval of the EVP and maintain the approved budget for the event.