Executive Administrative Assistant

Logistec - Houston, TX

Full-time - Entry Level

Houston, TX

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

As the Executive Administrative Assistant, you will provide administrative support to our executive team and high-level management. The Executive Administrative Assistant is crucial in providing comprehensive support to high-level executives and senior management. This role involves handling a wide range of administrative tasks and responsibilities to ensure the smooth functioning of the executive's office and efficient coordination of activities. This highly visible and responsible role requires a high degree of professionalism, poise, tact, and energy. The key competencies for success in this role are diplomacy and tact, organization, detail-oriented, proactive, creative, resourceful, critical thinking skills, enjoys working on multiple tasks simultaneously, and has a team spirit and 'can do' attitude.

Responsibilities

• Coordinate and manage the executive's calendar, scheduling meetings, appointments, and events.
• Screen and manage incoming calls, emails, and correspondence for the executive.
• Draft and prepare emails, memos, reports, and other documents as required.
• Plan and arrange travel logistics, including flights, accommodations, transportation, and itineraries.
• Prepare travel expense reports and reconcile receipts.
• Prepare meeting agendas, materials, and presentations.
• Attend meetings, take minutes, and distribute follow-up actions to relevant stakeholders.
• Coordinate and track the executive's projects, initiatives, and tasks.
• Collaborate with various teams to gather information and ensure projects are on track.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Organize and maintain the executive's office, including supplies, filing systems, and equipment.
• Build and maintain relationships with internal and external stakeholders, including clients, partners, and colleagues.
• Conduct research and gather information on various topics to support decision-making and meeting preparation.
• Assist in planning and organizing company events, conferences, and executive-level functions.
• Perform administrative duties like expense tracking, invoice processing, and data entry.
• Manage the physical workspace, coordinating maintenance and repairs.
• Track expenses, create budgets for office-related expenses, and ensure spending is within allocated limits.
• Act as a liaison between various departments, facilitating communication and collaboration.
• Oversee cleaning crew of 4, assigning tasks, providing guidance, and evaluating performance.
• Address various challenges in the office environment, whether they're related to logistics, interpersonal issues, or operational hiccups.

Requirements

• High school diploma or equivalent (Bachelor's degree preferred).
• Proven experience (usually 3+ years) as an executive administrative assistant or in a similar role.
• Proficiency in using office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
• Excellent communication skills, both written and verbal.
• Strong organizational and time management skills.
• Attention to detail and the ability to multitask effectively.
• Discretion and the ability to handle confidential information.
• Strong problem-solving skills and a proactive attitude.
• Flexibility to adapt to changing priorities and demands.
• Professional demeanor and the ability to work well under pressure.
• Familiarity with basic project management principles is a plus.

Benefits

• Local and non-local travel may be required (less than 10% of the time).
• Must be able to work extended hours, weekends, or holidays, as needed.