Executive Administrator

2 weeks ago

Houston, United States Primary Arms Full time
Job DescriptionJob Description

Reports To

Chief Business Development Officer (CBDO)

Job Overview

The purpose of this position is act as executive-level administrative support, helping direct/lead projects for which the CBDO has oversight, help define policies and strategies that relate to the CBDO’s initiatives, helping to turn themes, concepts, and ideas into real business practices. This includes acting as a go-between for managers/directors and executives, giving managers/directors/VP’s clarification on broader corporate strategies, business plans, and appropriate objectives for projects.

This gatekeeper position is the key holder between teams directly reporting to the CBDO and new business initiatives and planning. Focuses on managing the administrative functions of an entire department or the divisions.

This is a full-time position with daytime and early evening hours. Some non-standard work shifts may be required.

Responsibilities and Duties

  • Research, prepare, and present projects, create task lists for the projects, prioritize and help to allocate resources for various projects
  • Oversee budgeting, staffing, KPI’s, P&L’s and policy implementation
  • Make decisions that are high-level at times and must have a good sense of the priorities and preferences of CBDO. Have an understanding of corporate governance and expectations at the C-suite level, providing strategic support to CBDO.
  • Prepare and file financial statements, reports, memos, invoices, letters, and other documents
  • Research and conducting data to prepare documents for review and presentation
  • Maintain confidential records, files and contact lists
  • Read and analyze incoming memos, submissions, and distributing them as needed
  • Be able to complete SWOT, PEST, OKR etc. analysis
  • Plan agenda and stakeholders list for the meetings, take detailed minutes and send follow up emails for the meetings as needed.
  • Create, organize, disseminate, and proof communication, presentation and documentation
  • Have authority to represent CBDO during meetings and attend some approval processes behalf on CBDO and take initiative
  • Help organize and direct the activities of leaders who report to CBDO
  • Manage CBDO’s calendar, scheduling meetings, managing correspondence, book travel arrangements and organizing their day-to-day activities
  • Act as the point of contact for internal and external clients
  • Perform other duties, as needed, within the Primary Arms Team

Skills and Qualifications

  • The incumbent must demonstrate proficiency in the following areas:
  • A minimum of five years’ executive administrative experience
  • Associates degree in a business field preferred
  • Experience in Business Development is preferred
  • Relevant industry background or knowledge preferred
  • Adept in technology, and proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, in particular) Power BI, PM tools and NetSuite
  • Communicate effectively with excellent oral, written, and effective interpersonal skills
  • Critical thinking and strategic planning
  • Statistical and graphical analysis of data
  • Enthusiastic, resourcefulness and motivated
  • Strong task/project management skills
  • Attention to detail and advanced problem-solving skills
  • Sophisticated management, exceptional time management and multitasking skills as well as organizational abilities
  • Openness to criticism ability
  • Decision making and leadership quality
  • Must be able to adapt to a changing landscape
  • Anticipates needs and takes action without directive

Opportunities for Growth

The natural trajectory for someone in the Executive Assistant to CBDO role is to form a foundation for the next leadership position in our Company as a Sr. Management or Director positions. As such a position becomes available, the ideal candidate will have mastered all: (1) job responsibilities and duties and (2) skills and qualifications and (3) relationships of the position in leadership position.

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