Executive Assistant

4 weeks ago


Houston, United States NOV Full time
JOB DESCRIPTION

ESSENTIAL JOB FUNCTIONS

  • Order and maintain general facility supplies, such as copy paper and toner cartridges.
  • Coordinates and maintains vendor relationships for facility wide services, such as copy machine service/maintenance, housekeeping, vending and employee break rooms, and shop floor employee uniforms.
  • Maintains mail room, sorting and distributing mail, providing assistance to employees and coordinating with Shipping & Receiving as required.
  • Coordinate and review timecards for managerial approval.
  • Provide support to multiple departments for AR and AP required data entry and matching.
  • Maintain complex and detailed calendars for facility conference rooms.
  • Manage the coordination of internal and external meetings for multiple managers as needed.
  • Arrange and coordinate domestic and international travel for management personnel.
  • Coordinating with HR, organize all aspects for facility events, including catering, set up and clean up.
  • Process invoices and expense claims for Director of Operations. Ensure all policies are followed and items are processed within provided guidelines.
  • Produce high quality emails and messages to individuals at all levels of the organization.
  • Handle regular activities without prompting and advise in advance of any issues or delays.
  • Assist in editing spreadsheets and presentations, including printing and bindings.
  • Updates supervisor of critical issues/events.
  • Maintain NOV guidelines on safety, quality, and delivery.
  • Clean work areas as necessary to maintain cleanliness, health, and safety standards.
  • All other reasonable tasks assigned with the goal of helping the team, operations, or the facility overall.
FACILITY/GROUP -SPECIFIC RESPONSIBILITIES/EXPECTATIONS

  • Champion facility goals for Safety, Quality, Delivery, Innovation and Cost - seek opportunities to provide feedback on process improvements, cost savings, and opportunities to work more efficiently and/or safely.
  • Remain open to feedback and collaboration with other departments and business units
  • Regular attendance and timeliness
EDUCTATIONAL & EXPERIENCE QUALIFICATIONS

  • High School Diploma or equivalent
  • 3+ years of administrative experience
  • Tact and good judgment in confidential situations, and proven experience interacting with management
  • Strong interpersonal, written, and oral communication skills
  • Strong proficiency in Microsoft Office
KNOWLEDGE, SKILLS, & ABILITIES /COMPETENCIES

  • Communication
  • Planning & Organizing
  • Teamwork & Collaboration
  • Reliability
  • Problem Solving
  • Adaptability
  • Integrity
  • Initiative
  • Stress Tolerance/Resilience
  • Decision Making
  • Reading Comprehension
  • Problem Sensitivity
  • Reaction Time

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