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Executive Admin

3 months ago

Houston, United States BE Staffing Solutions LLC Full time
Job DescriptionJob DescriptionSalary: $25 Hourly

GENERAL SUMMARY
The primary purpose of this position is to be responsible for managing and
maintaining operational services for the Sr. Vice President of Administration. The
incumbent provides complex secretarial and administrative support, which requires
exercising independent judgment and initiative. A wide degree of creativity and
latitude is expected. Provides back-up support for select activities for the Company
Board of Commissioners as directed by the Sr. Vice President of Administration. Will
handle highly confidential information; must possess a work ethic founded in
honesty, dignity, integrity, self-respect and trust. Reports to the Sr. Vice President of
Administration.


PRINCIPAL DUTIES AND RESPONSIBILITIES
• Provides administrative support to the Sr. Vice President of Administration by answering
telephones and responding to complex inquiries as appropriate. Uses a variety of sources to
supply information. Greets visitors and screen persons who come to visit the executive suite
as needed.
• Oversees and directs the workflow to ensure the operations run smoothly, and
independently responds to inquiries, complaints, and concerns from callers and visitors using
polished communication skills.
• Researches and resolves problems with a take charge attitude.
• Helps to develop draft, edit, and proofread letters, memoranda, reports, presentations, draft
policies, procedures, forms, form letters, staff training workshops, methods, operating
systems and other special projects for review and approval by the Sr. Vice President of
Administration Coordinate, plan, prepare and organize activities such as meetings,
appointments, conferences, conference calls, travel, and agency activities
• Assists with preparing records, such as resolutions for meetings with the Board of
Commissioners, executive team members, or other staff members.
• Attends meetings and records information, transcribes meeting minutes, prepares agenda,
and arranges meeting rooms, audio-visual equipment, and other needed materials.
• Ensures meeting rooms are presentable and manages calendar to ensure scheduling is
appropriate (i.e., departmental, executive conference room, board room).
• Coordinates travel arrangements (registration, transportation, hotel reservation) for Sr. Vice
President of Administration, and other Executives; complete and process reimbursement
receipts for the executive office.
• Opens, stamps, sorts, and routes daily mail. Faxes and files incoming and outgoing
correspondences as assigned.
• Answers phones on assigned rollover lines.
• Develops and manages a departmental filing system (including the purging of files).
• When office relocations are needed, works with office personnel and the Company’s
building and security services to expedite moves of furniture, telephones and computer
equipment.
• Coordinates and submits the departments time keeping records for processing by the
Finance Department.
• Maintains responsibility for the departments and procurement of supplies and services,
including the following related tasks:
o Submits departmental supply orders for approval and maintains records of all purchases.
o Maintains an adequate inventory of office supplies for the department.
o Contacts service representatives for department equipment.
•Performs other related duties as assigned.


KNOWLEDGE, SKILLS AND ABILITIES
• Knowledge of general office procedures and practices, business English, and arithmetic.
• Knowledge or ability to learn HUD and Company policies, procedures and practices.
• Skill with Microsoft Office products (Word, Excel, Outlook, PowerPoint) or compatible
programs.
• Skill in high level interpersonal skills to handle sensitive and confidential information and
situations.
• Skill in operating computer equipment and general office machines such as personal
computer, copier, projection equipment, audio/video and adding machine.
• Ability to exercise independent judgment and discretion in handling sensitive and
confidential issues in a large, complex governmental agency.
• Possess a general understanding of budget and purchasing processes.
• Ability to work under pressure in a busy office with frequent interruptions, competing
priorities and short deadlines.
• Ability to type accurately, 30-40 w.p.m. minimum typing speed.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to communicate with persons of diverse backgrounds and ability to establish and
maintain effective and courteous working relationships with employees, vendors, other
business contacts, the Board of Commissioners, local & state elected officials, and executive
team members.
• Ability to coordinate several concurrent activities simultaneously.
• Ability to anticipate the department’s needs, based on experience, and prepares to fulfill
those needs in advance.
• Must possess ability to multi-task.
• Must possess a strong work ethic.
• Great attention to detail.


COMPLEXITY / SCOPE OF WORK
• Employee performs routine duties by following established company policies and
procedures and other guidelines such as HUD regulations. The guidelines cover most job related situations but may frequently require the employee to use independent judgment in
making decisions.
• Instructions to the employee may be general or specific in nature. Receives oral and written
directions from Sr. Vice President of Administration or other executive staff.
• Tasks may occasionally have to be coordinated, integrated, and/or prioritized. Methods of
accomplishing work are generally at his/her discretion.
• Successful accomplishment of duties by the employee enhances the company's ability to
meet its mission.

MINIMUM QUALIFICATIONS
• Associate’s degree required; Bachelor’s degree preferred.
• At least five (5) years of administrative office experience with an executive level or an
equivalent combination of education and experience.
• 40 wpm minimum typing speed preferred.
• Knowledge of Microsoft Office Computer skills - Word, Excel, PowerPoint, Teams, Outlook,
SharePoint etc. Use of standard office equipment such as typewriter, personal computer,
copier, fax machine, projection equipment, audio/video and adding machine.