Airswift

Executive Assistant Fluent in English, Spanish, and Italian

Recruiter
Airswift
Location
USA, Houston
Salary
Up to £0.00 per annum
Posted
25 Oct 2019
Closes
25 Nov 2019
Ref
BBBH1105418
Contact
Paula Clarkson
Sector
Oil and Gas
Category
Administrative
Contract Type
Contract
Hours
Full Time

Our client, a major Oil & Gas company, is seeking an Executive Assistant fluent in English, Spanish and Italian to work in an ongoing contract (with the possibility to become a permanent employee) in Houston, TX.

Requirements:

  • Minimum Requirements: High School diploma
  • 5 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 machine
  • Excellent attention to detail
  • Strong verbal, written and interpersonal skills
  • Knowledge of oil and gas terminology
  • Working 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 projects
  • Coordinate workflow
  • Update and chase delegated tasks to ensure progress to deadlines
  • Take initiative in EVP's absence
  • Keep delegated projects on schedule
  • Maintain procedures manual to ensure consistent performance of routines
  • Management and scheduling of executive conference rooms

Communication

  • Compose correspondence/reports for the owner or manager's signature
  • Arrange essential mail in priority action order for EVP
  • Check deadlines on incoming requests and follow up on distributed documents
  • Research, draft or abstract reports as requested

Phone

  • Arrange "callbacks" to protect EVP's time
  • Provide back-up materials for callbacks
  • Route calls elsewhere as needed

Appointments/Meetings

  • Maintain calendar; ascertain which events require EVP's presence
  • Make all necessary arrangements for meetings for the EVP and other executives.
  • Fix commitments to maximize EVP's time efficiency; Allow decision/desk time
  • When EVP chairs meetings - prepare agenda in advance, arrange meeting facilities, follow up for confirmation of attendance.

Confidentiality

  • Perform to earn EVP's full confidence
  • Assure discreet handling of all business

Visitors

  • Screen to control interruptions
  • Provide back-up data as needed
  • Arrange amenities as needed

Travel

  • Arrange travel for EVP and other executives through internal or outside agents
  • Prepare itinerary, trip file, and supplies
  • Prepare expense report tools for EVP
  • Complete expense reports after a trip

Corporate Events

  • 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.

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