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Executive Assistant

2 months ago

Houston, Texas, United States Exolum Full time
About Exolum

Exolum is a leading company in the transportation of liquid products in Europe and one of the most important worldwide. With over 2,300 employees and a network of more than 6,000 kilometers of pipelines, 68 tanks, and 45 airport facilities, we manage a total capacity of more than 11 million cubic meters.

We are committed to contributing to the energy transition and the fight against climate change through diversification of our activities, innovation, and sustainability.

Our Commitment

We are dedicated to the principle of equal employment opportunity for all employees and to providing our teams with a work environment free from discrimination and harassment. All employment decisions at Exolum are based on individual needs, job requirements, and qualifications, without regard to race, religion or belief, national origin, age, physical, mental, or sensory disability, illness, gender identity and/or expression, sexual orientation, and marital status.

Job Summary

We are seeking an Executive Assistant for our Houston Office to support the development of Exolum's activity by performing administrative and coordination duties and providing support to the Lead. The ideal candidate must be excited about the opportunity of being involved in the development of a new business unit from scratch.

Main Functions and Responsibilities
  • Administrative Support
    • Providing general administrative support, including topics in front of official/regulatory bodies.
  • Financial Management
    • Keeping the accounting books
    • Supervising the availability of funds to ensure it meets its payment obligations
    • Ensuring the tax obligations are met
    • Ensuring that all items are invoiced and paid on time
  • Corporate Governance
    • Keeping company registration and corporate documents in coordination with Global Legal.
    • Filing and organizing corporate records, documents, and reports either in paper or electronic.
  • Office Management
    • Managing the US office (layout, stationery, IT equipment, repairs...)
    • Managing office G&A budget, ensure accurate and timely reporting
  • Communication and Coordination
    • Opening, screening, and distributing incoming communications (fax, emails, mail...)
    • Preparing internal and external documents (e.g. reports, memos, invoices, presentations...)
    • Managing Americas Lead agenda and making travel and other business/travel arrangements.
    • Keeping Americas Lead advised of time-sensitive/priority issues, ensuring proper follow-up.
    • Draft, prioritize, review, and send communications on behalf of the Americas Lead.
    • Attending meetings & take notes of discussion; prepare initial draft of minutes/summaries.
    • Preparing, reconciling, and submitting expense reports.
  • Employee Support
    • Answering phone calls and emails as and when required.
    • Addressing employees queries on office issues (e.g. stationery, hardware, and travel).
    • Assist in the onboarding process for new hires.
    • Providing general support to visitors.
  • Event Planning
    • Planning in-house or off-site activities, like parties, celebrations, and conferences.