Executive Assistant

$37,440 - $45,760/Yr

Baths of America Distribution Center - Houston, TX

Full-time - Entry Level

Houston, TX

About the position

Baths of America is seeking an Executive Assistant to provide direct support to the Executive in a one-on-one working relationship. This role is crucial as it serves as the eyes and ears for the Executive, connecting various organizations, projects, and critical business information. The Executive Assistant will ensure that meetings and materials are organized efficiently and effectively, acting as a trusted partner to help deliver on the business's priorities. The dynamic nature of this position requires exemplary time management skills and the ability to anticipate the Executive's needs. The ideal candidate will interact seamlessly with a broad range of individuals, including members of the Senior Management Team and other leaders reporting to the Executive. This role involves handling highly sensitive and confidential information, including financial, legal, personnel, and institutional data, while maintaining professionalism and discretion. The Executive Assistant will be responsible for managing the Executive's calendar, organizing travel, and assisting with project management, among other tasks. In addition to administrative duties, the Executive Assistant will also assist in the development of presentations, white papers, and standard operating procedures for both internal and external audiences. The role requires a proactive approach to managing priorities and ensuring that the Executive is kept informed of time-sensitive issues. Overall, this position is integral to the smooth operation of the Executive's office and the broader organization.

Responsibilities

• Ensuring the executive's calendar is setup for success, which includes scheduling meetings and appointments
• Keeping the executive's inbox organized, drafting correspondence, and responding to emails on behalf of the executive
• Planning and organizing domestic and international travel, preparing itineraries, and tracking expenses
• Tracking and managing the executive's expenses to ensure they align with the company policies and budgetary constraints
• Assisting with project management by coordinating with teams and following up on project statuses
• Maintaining filing systems and record keeping, both paper and electronic
• Organizing and preparing for meetings, including gathering documents and attending to logistics of meetings
• Dealing with confidential information and delicate situations with tact and maintaining confidentiality
• Assisting the Executive in the development of presentations, white papers, and SOPs for internal and external audiences
• Determining priority of matters of attention for the Executive; redirecting matters to staff to handle, or handling matters personally, as appropriate
• Keeping the Executive advised of time-sensitive and priority issues, ensuring appropriate follow-up
• Handling printing, faxing, mail/overnight packages, copying, filing, and email/messages
• Transcribing source material, preparing documents, reports, tables, and charts; distributing as appropriate
• Attending meetings and taking notes of discussion; preparing the initial draft of minutes and summaries

Requirements

• Excellent written and verbal communication skills
• Excellent time-management skills
• Ability to pay attention to detail
• Excellent organization skills
• Ability to multitask
• Excellent computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, Teams, and Excel)
• Interpersonal skills
• Three to five years' prior experience in supporting a senior executive or team

Benefits

• Health Insurance Coverage 50%
• Dental Insurance Coverage 50%
• 401K Match up to 4%
• 2 Weeks PTO