Administrative Coordinator

2 weeks ago

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

American Omni Trading (AOT) is a reputable family-owned enterprise, recognized as a premier importer and distributor of high-quality, value-branded tires across various sectors including Agriculture, ATV, High Performance, and Light Truck.

Our foundation is built on robust customer relationships and a steadfast commitment to our core values: Integrity, Passion, and Professionalism. These principles not only shape our culture but are also essential to our ongoing success. The professional environment at AOT's headquarters is centered around purchasing, logistics, and inventory management, fostering rapid growth and opportunity for both existing and new team members.

Role 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, providing assistance in various domains such as scheduling, travel arrangements (both domestic and international), meeting preparation, event coordination, office management, and general administrative tasks for the executive team.

This role reports directly to the President and may involve occasional assistance with personal matters during peak travel and workload 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 itineraries, including booking flights, accommodations, transportation, and meals.
  • Coordinate travel expenses through Concur in collaboration with the Accounts Payable Coordinator.
  • Ensure the executive team's weekly schedules are organized and efficiently managed to align with high-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 preparation and organization for meetings, ensuring timely attendance and prioritization.
  • Keep track of 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.
  • Coordinate office events, parties, and team meetings 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.
  • Act as the external event coordinator for customer and supplier engagements.
  • 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.
Physical Demands and Work Environment
  • Occasional standing and walking required.
  • Frequent sitting and utilization of hand and finger dexterity.
  • Continual communication, requiring talking and hearing.
  • Specific vision abilities 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 company.
  • 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 proactive in asking questions.
  • Willingness to support team needs, regardless of size.
  • Ability to maintain confidentiality of company and personal information.
  • Capability to manage complex, high-pressure situations with professionalism.
  • Proficiency in Microsoft Office (Outlook, Word, and Excel); willingness to learn additional software.
  • Experience with EOS (Entrepreneurial Operating System) is a plus.
  • A personality that balances hard work with enjoyment.
Core Competencies
  • Judgment: Ability to make sound decisions and include appropriate stakeholders in the decision-making process.
  • Adaptability: Capacity to adjust to changes in the work environment and manage competing demands.
  • Dependability: Commitment to following instructions and completing tasks on time.
  • Planning/Organizing: Skills in prioritizing and planning work activities efficiently.
  • Problem Solving: Proficiency in identifying and resolving issues in a timely manner.

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