Job Listing Description

Executive Administrative Assistant

Provide advanced administrative support to assigned executives. Perform duties of a highly confidential nature
Essential Job Responsibilities:
Provides general clerical and basic administrative support to multiple leaders, including Senior Vice Presidents, Vice Presidents, and their organizations. Responsibilities and tasks include (but are not limited to) the following:
Makes travel arrangements for assigned leaders. Organizes schedules and reservations. Ensures that all needed arrangements, such as auto rentals, hotel rooms, equipment, etc., are confirmed and ready for traveler. Confirms dates in advance. Prepares travel itineraries.
Composes and types correspondence, statistical reports and other documentation.
Sends communication and update emails to business unit associates as necessary.
Prepares expense reports using Concur software. Organizes receipts, collects data and inputs to reports.
Plans and manages logistical needs for various meetings of different types and nature. Notifies attendees, maintains lists, and ensures that required equipment is available. Arranges for meals as appropriate and for post-meeting clean-up.
Greets Company visitors and escorts to appropriate person. Checks for name tags before escorting onto premises.
Checks voice and electronic mail. Records and transmits messages.
Receives faxes and mail. Opens mail, attaches related correspondence, routes to appropriate person.
Coordinates procurement needs and set-up for new hires and on-boarding process (including set up, supplies, phone and work space).
Attends meetings, takes minutes, and composes and distributes.
Order supplies needed for Sugar Land site and others as requested.
Back up Site Coordinator for Sugar Land office.
Provide regular back up support and further assistance as needed to FOS BU President Executive Assistant.
Carries out other duties or special projects as needed.
AS degree or at least 2 years completed in a Bachelor’s program
Job Related Experience:
Minimum 8-10 years of experience required in an administrative function
Required Qualifications:
Consummate communicator, with professional written and verbal communications, across all levels, ranging from CEO to interns.
Demonstrates project ownership and consistent delivery on executive tasks: great organizational skills with exceptional follow-through.
Ability to record, organize, prioritize, and facilitate executive tasks.
Flexibility to adapt to leadership’s rapidly changing schedules: willingness to take requests and answer communication throughout various time zone changes.
Handles customer and external calls with poise and courtesy. Takes accurate messages. Relays calls appropriately. Knows when to seek immediate caller assistance.
Highly organized with proven capabilities regarding email, calendar and spreadsheet creation/management.
Is organized and methodical in conducting work. Prioritizes and multitasks with minimal direction. Understands needs of executives and organizes so that data is readily retrievable and usable.
Possesses keen decision-making skills; able to proactively question and challenge to prioritize and identify solutions in a timely manner.
Sensitivity and understanding of confidential executive matters and ability to protect those details accordingly.
Efficient, with time management skills and the ability to meet and be accountable to deadlines.
Performs all responsibilities and tasks at an exemplary level.
Additional Skills/Knowledge:
Has a high degree of computer literacy, working comfortably with PCs, peripherals and application software such as:
Microsoft Word
Microsoft Excel
Microsoft PowerPoint
Microsoft Access
Learns new software and hardware easily from a user standpoint.
Impeccable attention to detail.
Experience designing processes to maximize efficiency.
Maintains composure, thinks clearly and performs well under pressure.
Demonstrates tremendous aptitude in problem solving and judgment.
Job Number: 1910100722
Job Location: Sugar Land, TX
Duration: 6 months
Input Date: 04/12/2019
Attention: Kristen Schabell
City, State: IRVING, TX 75062
Phone: 214/647-9600
800 Phone: 800/270-4737
Fax Phone: 214/647-9630

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