Executive Assistant

3 weeks ago

San Antonio, United States IWC Energy Group | IWC Oil & Gas Full time

The Executive Assistant at IWC Oil & Refinery will provide high-level administrative and clerical support to the Leadership Team, going above and beyond the typical scope of a standard EA role. The ideal candidate will become the right hand to our Executive Leaders, always preempting their needs, fulfilling tasks before they’re requested, and maintaining one step ahead of the game in a dynamic and fast-paced environment. Your goal is to optimize the use of your leaders’ time by helping them run their organizations efficiently and in an organized manner, based on the corporate vision, priorities or deadlines, and your own excellent judgement; while maintaining utmost confidentiality, integrity & professionalism at all times.


 Responsibilities:

·      Manage the Executive Leader’s agenda by prioritizing inquiries avoiding conflicts and ability to make good judgements to ensure smooth daily engagements.

·      Follow-up and Manage travel budget, Office Supplies and Phone/Communication budgets.

·      Making travel arrangements for Executive Management, completing expenses, reviewing credit card statements and making any disputes.

·      Handle all logistics for corporate meetings and events: schedule meetings; draft agendas; create presentation materials and printouts.

·      Preparing external/internal correspondence and maintaining accurate and updated contact lists.

·      Provide hospitality to all guests and help to create a welcoming environment. Answer main phone line and respond to inquiries.

·      Research and conduct data to prepare documents for review and presentation to business stakeholders, while serving as a business communication facilitator on behalf of executive management.

·      Perform Business Office Manager duties that include ordering supplies, equipment, managing records database, and other essentials.  

·      Prepare financial statements, reports, memos, invoices letters, and other documents.

·      Opening, sorting and distributing incoming emails and other correspondence.

·      Project management responsibilities – staying on top of deadlines and fulfillment of tasks – while keeping others accountable in order to provide progress updates to the Executive Leaders and to meet project goals and deadlines.

  • Follow up with interfacing teams to ensure completion of previously agreed action items.
  • Preparation/review of weekly reports and team communications.


 Required Skills/Abilities:

·      Excellent verbal and written communication skills.

·      Excellent organizational skills and attention to detail.

·      Excellent time management skills with a proven ability to meet deadlines.

·      Ability to function well in a high-paced and at times stressful environment.

·      Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

·      Able to type minimum of 50 words per minute.

·      Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.


Education/Experience:

·      High school diploma required; Bachelor’s degree in Business Administration or related field preferred.

·      At least five years of related experience required.

  • Bilingual is a plus

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