Executive Assistant

2 weeks ago

The Woodlands, United States PVI Holdings, Inc. Full time

Job Summary

Under the limited supervision of the CEO, the Executive Assistant provides support to all Executives at the company’s corporate location. The ideal candidate will be a high energy and confident business professional with the ability to thrive in a fast paced environment. The ability to work independently with little or no supervision as well as with a team is essential to this role. The Executive Assistant must be well organized, flexible and enjoy the challenges of supporting an Executive Team. This position will interact with all levels of employees, but will have an emphasis on high-level management and Executive Team members.


Primary Duties & Responsibilities


1. Prepares and submits expense reports for the Executive Leadership Team for approval in an accurate and timely manner

2. Assist the CEO and other Executive Team members with preparation for meetings as needed including but not limited to the preparation of attendee bios and other relevant background information

3. Proactively managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters. This includes assisting with and coordinating personal appointments and matters as needed.

4. Assists in scheduling, planning and coordinating meetings, conferences, telephone conferences, appointments and luncheons including guestrooms, facilities, catering and speakers when necessary

5. Provides administrative support for communications and presentations including composition and preparation of correspondence, compiling presentations utilizing PowerPoint and Excel,

6. Provides administrative support to key meetings including preparing meeting agendas, memos, reports, letters and other documents, summarizing meeting minutes, routes correspondence for signatures

7. Proactively managing the CEO's calendar, including making appointments and prioritizing the most sensitive matters. This includes assisting with and coordinating personal appointments and matters as needed.

8. Arranges complex and detailed travel plans and itineraries, compiles documents for travel

9. Facilitates accessibility and open lines of communication to include internal and external relations as it relates to the CEO and other Executive Team members as needed

10. Coordinates communication to include answering, screening, directing and at times responding to all incoming emails, calls, visitors and other correspondence.

11. Maintains a professional and clean office environment for both public spaces and offices.

12. Performs other duties as assigned or required to enhance the effectiveness of the Executive Team to include spearheading special projects when needed

13. Maintain the highest level of professionalism and confidentiality


Positional Requirements & Qualifications


Education & Experience:

o Bachelor’s degree preferred. High school diploma required

o 5+ years of providing administrative support to Executive staff

o Experience in handling, with discretion, sensitive, confidential business matters, issues and information


Skills & Abilities

o High level of professionalism demonstrated with internal and external customer service and support o Exceptional verbal and written communication skills

o Outstanding organization and time management skills

o Ability to shift priorities to meet deadlines

o High level of proficiency with Microsoft Office Programs

o Self-motivated, persistent and dependable with the ability to work with the appropriate sense of urgency and drive for results

o Must be able to multi-task and work with flexibility and accuracy in a fast-paced environment with numerous deadlines

o Knowledge of the functions and operational priorities of the administrative department

o Ability to analyze problems and suggest appropriate solutions


● Must be able to travel and have a clear driving record in accordance to company driving guidelines

● Clear background check and drug/alcohol screening

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