Executive Admin Assistant

2 months ago

Houston, United States Action Gypsum Supply LP Full time

**Position Title**: Executive Administrative Assistant

**Classification**: Exempt

**Reports To**: Company Partner and President

**Date Created**: April 2024

**Summary/Objective**:
The Executive Administrative Assistant will be responsible for providing administrative support and assistance to executives and managers. This includes tasks such as managing calendars, organizing meetings and events, preparing documents and reports, and conducting research. The role will also perform other duties as required or assigned by the Supervisor and will require the ability to communicate effectively, both orally and in writing.

**Essential Functions**:

- Answering telephones
- Act as liaison for all departments in the Houston branch
- Prioritizes, manages and communicates multiple on-going issues to ensure optimal functioning of the office
- Assume responsibility for planning, organizing, and executing projects with mínimal guidance
- Assist other team members as necessary to ensure deadlines are met
- Learn and use new software/databases as dictated by Manager
- Organize and maintain filing system
- Receiving and distributing mail
- Ordering and maintaining office and cleaning supplies
- Coordinating maintenance of office equipment
- Coordinating and ordering lunch for staff
- Assisting with outgoing correspondences (invoices, statements, letter, etc.), if needed
- Assisting with errands
- Coordinates travel, meetings and schedules
- Types, formats, creates, and proofreads a variety of materials including handwritten, typewritten correspondence, presentations, memos, reports, and agendas as instructed
- Various other clerical and administrative functions as assigned by Manager
- Make availability for occasional overtime (sometimes with little advanced notice)
- Performs miscellaneous job-related duties as assigned

**Work Environment**:

- Sitting, standing and walking intermittently
- Indoor office environment, temperature controlled
- Use specific vision abilities, including close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus

**Competencies**:

- Excellent customer service ability
- Data entry and word processing skills
- Excellent attention to detail
- Outstanding multi-tasking abilities
- Ability to work well under pressure
- Ability to efficiently organize and prioritize work tasks
- Outstanding verbal and written communication skills
- Loyalty and high level of confidentiality
- Ability to work with minimum supervision in a team environment
- Ability to gather data, compile information, and prepare reports
- Ability to use independent judgment and to manage and impart confidential information
- Ability to analyze and solve problems
- Ability to plan, develop, and coordinate multiple projects
- Strong work ethic displaying consistent dependability, reliability and initiative
- Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community

**Education and Experience**:

- 3-5 years administrative assistant experience in a corporate or professional services environment, working with senior-level management
- High school diploma or equivalent
- Dependable sense of discretion to maintain confidentiality of materials and information
- Excellent customer service ability
- Data entry and word processing skills
- Excellent attention to detail
- Professional verbal and written communication skills
- Sharp interpersonal and organizational skills combined with ability to work with mínimal supervision
- Strong work ethic displaying consistent dependability, reliability and initiative

**Expected Hours of Work**:
This role is considered full-time working approximately 40 hours per week and is exempt from overtime.

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