Vacancy Overview
Executive Assistant – Houston, TX
Our client is seeking an Executive Assistant to work within their facilities located in Houston, TX, for a 6-month assignment.
The Executive Assistant provides high-level administrative support to the Low Carbon Initiatives and External Branding & Communications teams. The Executive Assistant is responsible for handling information requests and performing clerical functions such as preparing correspondence, recording meeting minutes, receiving visitors, arranging conference calls, scheduling meetings, and handling domestic and international travel arrangements.
Job Responsibilities:
- Manage the day-to-day administrative affairs of the Low Carbon Initiatives and External Branding & Communications teams, scheduling all appointments and meetings, general oversight of calendar, and email inbox management
- Serve as a liaison to senior management teams and company stakeholders
- Arrange complex and detailed domestic and international travel plans, itineraries, and agendas and compile documents for travel-related meetings
- Prepare for company meetings or lunches by ordering food for attendees, scheduling conference rooms, and setting up any necessary equipment
- Accurately track expenses, and process and submit timely expense reports
- Maintain all contracts, invoices and administration of relevant professional services agreements and subscriptions
- Order marketing merchandise and maintain the inventory
- Establish and maintain personal filing system
- Draft memos, presentations, meeting minutes and other professional communications for both internal and external use
- Perform ad hoc/special projects, as needed
- Ability to be available after hours to assist with events and personal matters when needed
- Compose and prepare confidential correspondence, as needed
- Proficient with Microsoft Office (Word, Excel, PowerPoint, Teams, etc.), Adobe Acrobat, SharePoint, etc.
- Self-starter with the ability to manage multiple projects/priorities
- Excellent attention to detail and accuracy
- Strong organizational, interpersonal and communication skills, both written and verbal
Education/Experience:
- Bachelor’s degree, or equivalent years of experience
- 5+ years of experience as an assistant in a public company supporting C-Level executives
