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Executive Administrative Coordinator

2 months ago

Houston, Texas, United States NOV Full time
JOB SUMMARY

KEY RESPONSIBILITIES
  • Manage administrative operations and workflows for senior management.
  • Draft, review, and respond to various forms of correspondence.
  • Organize and uphold a systematic filing system, ensuring all records and correspondence are properly maintained.
  • Welcome scheduled guests and guide them to the appropriate personnel or area.
  • Handle and filter incoming calls for the executive.
  • Coordinate meetings, arrange catering, prepare agendas, and secure meeting spaces as required.
  • Facilitate complex travel arrangements, including flights, car rentals, and hotel bookings.
  • Maintain an organized calendar of events, scheduling appointments and keeping an updated itinerary.
  • Prepare presentation materials for both internal and external engagements.
  • Set up meetings, video conferences, and conference calls as necessary.
  • Compose letters, memos, reports, and presentation materials using relevant software.
  • Utilize comprehensive knowledge of executive schedules and priorities to proactively address daily challenges and requests.
  • Oversee projects as required.
  • Make copies of documents and other printed materials.
  • Order and manage office supplies and coordinate equipment maintenance.
  • Serve as a role model for change, consistently seeking improvement.
  • Perform additional work-related duties as assigned.
  • Adhere to all company policies and health, safety, and environmental regulations.
  • Manage various projects to ensure timely and successful completion.
EDUCATION & EXPERIENCE REQUIREMENTS
  • High School Diploma or GED; an Associate's degree is preferred but not mandatory.
  • 4 to 7 years of experience in general administrative support; experience in administrative, secretarial, or facilities coordination roles supporting executive personnel is highly valued.
  • Proficient in computer applications, including Microsoft Outlook, PowerPoint, Excel, and Word.
  • Strong command of the English language.
  • Excellent problem-solving abilities to identify and resolve issues promptly.
  • Demonstrated ability to manage highly confidential information and materials.
  • Exceptional organizational and planning skills to effectively prioritize tasks.
  • Ability to follow both written and verbal instructions accurately.
  • Proven capability to handle multiple tasks simultaneously.
JOB REQUIREMENTS
  • Highly organized and analytical, capable of overcoming implementation challenges through innovative and adaptable strategies.
  • A resilient and persuasive change agent with a commitment to integrity and confidentiality.
  • Strong interpersonal communication skills.
  • Dynamic, energetic, and proactive with a straightforward and authentic demeanor.
  • Uphold the highest standards of ambition, flexibility, performance, and ethics.
  • Excellent written and verbal communication skills, with a proven ability to interact effectively with all levels of staff, particularly at the executive level.
  • Must demonstrate a proven ability to coordinate, direct, and maintain highly confidential work and materials.
  • Willingness to work additional hours as needed to complete special projects.
COMPETITIVE BENEFITS:
  • 401(k) Retirement Plan with company matching contributions.
  • Comprehensive medical plans covering family members from the first day of employment.
  • Complimentary preventative medical and dental care for the entire family when enrolled in a company plan.
  • Basic Life and AD&D insurance provided at no cost for full-time employees.
  • Three weeks of paid vacation annually for full-time employees.
  • Up to 11 paid holidays each year for regular full-time employees.
NOV is an equal opportunity employer. This job description is subject to change without notice and is intended to provide a general overview of the role and responsibilities associated with this position.