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Administrative Coordinator

2 months ago

Katy, Texas, United States Drive Your Career with American Omni Trading Full time
Job Overview

American Omni Trading (AOT) is a prominent family-owned enterprise, established in 1990 and headquartered in Katy, Texas. We specialize in the importation and distribution of high-quality, value-branded tires across various categories including Agriculture, ATV, High Performance, and Light Truck.

Our success is driven by robust customer relationships and a steadfast commitment to our core values: Integrity, Passion, and Professionalism. These principles not only shape our culture but also underpin our ongoing growth and success. AOT's headquarters fosters a professional atmosphere dedicated to purchasing, logistics, and inventory management for our clientele.

POSITION SUMMARY: As the Executive Assistant at AOT, your primary responsibility will be to deliver comprehensive administrative support to the President, Director of Operations, and Director of Global Business Development and Marketing. You will collaborate closely with the President to assist in various domains such as scheduling, travel arrangements (both domestic and international), meeting preparations, event coordination, office management, and providing general administrative assistance to our executive team.

This role reports directly to the President and may involve occasional support with personal matters during busy travel periods.

KEY RESPONSIBILITIES:

  • Proactively identify and address potential challenges related to meetings, travel, and corporate events.
  • Offer insights and recommendations to facilitate informed decision-making by executives.
  • Manage all aspects of business travel, including booking flights, accommodations, transportation, and meals.
  • Coordinate travel expenses through Concur in collaboration with the Accounts Payable Coordinator.
  • Ensure that weekly schedules are organized and that the executive team is aligned on priority projects.
  • Act as a gatekeeper, managing access to executives and maintaining confidentiality.
  • Handle sensitive information with the utmost discretion.
  • Maintain professional interactions with all staff members.
  • Assist the Executive Team in being well-prepared and punctual for all meetings, ensuring appropriate prioritization.
  • Stay informed about executives' schedules, meetings, and appointments, whether in-person, virtual, or via phone.
  • Facilitate communication among all parties involved in meetings to optimize time management.
  • Support leadership meetings by taking notes and distributing minutes and action items as necessary.
  • Review meeting notes and action items with executives and schedule follow-up discussions to ensure effective outcomes.
  • Provide administrative support by organizing electronic documents and scanning paper files for easy access.
  • Develop and implement processes that enhance the efficiency of the leadership team.
  • Plan and coordinate office events, team meetings, and parties in collaboration with the Culture Committee and HR Team.
  • Assist in preparing routine correspondence, reports, and presentations.
  • Manage logistics for meetings, including room reservations and technology setup.
  • Oversee catering and meal arrangements for internal meetings.
  • Assist with room setup and cleanup.
  • Coordinate external events for customers and suppliers.
  • Manage office-related purchasing and vendor relationships.
  • Support various projects, research, and events as needed.
  • Handle subscription services as required.
  • Perform additional duties as assigned, including support for other departments or executives.

WHY CHOOSE AMERICAN OMNI TRADING (AOT)

  • Dynamic, innovative, and friendly work environment.
  • A small, agile, and highly motivated team.
  • Commitment to continuous learning and development.
  • Regular team-building events organized by an internal culture committee.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

  • Occasional standing and walking required.
  • Frequent sitting is necessary.
  • Regular use of hand and finger dexterity.
  • Effective communication skills are essential.
  • Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

QUALIFICATIONS:

  • Minimum of 5 years in a similar role supporting executives in a mid-sized organization.
  • Exceptional prioritization and organizational skills.
  • Self-motivated with the ability to anticipate team needs.
  • Flexible and adaptable to changing situations.
  • Highly organized and detail-oriented.
  • Eager to learn and ask questions.
  • Willingness to support all team needs, regardless of size.
  • Ability to maintain confidentiality of company and personal information.
  • Proficient in Microsoft Office (Outlook, Word, and Excel); willingness to learn additional software.
  • Experience with EOS (Entrepreneurial Operating System) is a plus.
  • A positive attitude towards hard work and enjoyment in the workplace.

COMPETENCIES:

  • Judgment - Demonstrates sound decision-making and includes appropriate stakeholders in the process.
  • Adaptability - Adjusts to changes in the work environment and manages competing demands effectively.
  • Dependability - Follows instructions and takes responsibility for actions.
  • Planning/Organizing - Prioritizes and plans work activities efficiently.
  • Problem Solving - Identifies and resolves issues promptly, using reasoned judgment.