US - Executive Assistant

2 weeks ago

Spring, United States eTeam Inc. Full time
Pay Rate: $45 - $50/hr

Supporting 2 VPs in the People Organization - both based in Spring, Texas

Job Description:
  • Uses ability as a skilled specialist to contribute to the development of new concepts/techniques and to complete assignments/tasks in innovative and effective ways.
  • Expert knowledge on the general/technical aspects of the job.
  • Works on assignments that are highly complex in nature where a strong degree of independent judgment, initiative and technical knowledge are required to resolve problems.
  • Work is completed independently and has ability to handle most unique situations. Frequently determines methods and procedures for new assignments.
  • May supervise the activities of other non-exempt employee.Responsibilities: Responsible for performing tactical and strategic administrative support tasks for upper executive level employees of the organization.
  • Responsibilities include performing various tasks in administrative support at the upper executive level.
  • These tasks may include, but are not limited to, key records maintenance, compiling data for reports, administrative tasks associated with the budget process, scheduling executive appointments and meetings, calendar maintenance for upper executive level employees, answering/screening/routing telephone calls for upper level executives, preparing expense reports, preparing/editing executive presentations, making travel arrangements, mentoring/leading the general administrative staff of the department/division, and other established general administrative requirements of the organization.
  • Coordinates the administrative work within the department/division, working with other departments/divisions and companies.Recognized as the top administrative employee in the department or division.
  • The work performed by these employees is predominately administrative work that is largely tactical and strategic in nature.
Education and Experience Required:
  • High school education or equivalent; some college level education highly preferred.
  • Typically requires a minimum of 9+ years general administrative experience, or equivalent combination of experience and college level education.
Type of Experience Needed:
  • Advanced general administrative skills/knowledge required at an upper executive level.
  • Usually works with multiple issues/projects and has the experience/ability to support multiple project administrative requirements.
  • Regarded as the key administrative employee of the division and is a primary administrative employee in the company.
  • Specific advanced software skills as required by the division.
  • This role is responsible for providing basic tactical and strategic administrative support to upper-level executives within the organization, scheduling appointments, managing calendars, handling phone calls and emails, and coordinating travel plans.
  • The role entails general administrative tasks like photocopying and mailing documents, acting as a primary point of contact for internal and external stakeholders, and conducting basic research.
  • The role involves drafting and formatting documents, organizing meetings, and coordinating administrative work within and across departments and divisions.

Responsibilities:
• Holds responsibility for performing basic tactical and strategic administrative support tasks for upper executive-level employees of the organization, and is recognized as the top administrative employee in the department or division.
• Assists in scheduling appointments, meetings, and events for executives, maintaining their calendars, and sending reminders, and assists in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials.
• Answers phone calls, takes messages, responds to routine emails on behalf of executives, and filters and prioritizes incoming correspondence.
• Helps coordinate travel plans, including booking flights, hotels, ground transportation, and preparing travel itineraries.
• Provides general administrative support as needed, including photocopying, faxing, and mailing documents.
• Generates statistical and analytic reports for utilization by the organization for strategic planning in the administrative function, and assists in preparing presentations with relevant insights for the executives.
• Acts as a primary point of contact between upper executive-level employees of the organization and internal/external stakeholders.
• Conduct basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.
• Drafts and formats routine documents, reports, and presentations, and proofreads and edits documents to ensure accuracy and compliance with company guidelines and policies.
• Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.

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