Executive Assistant

Gulf Copper LLC; Galveston (TX); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

401(k)

Health & Dental Plan

Disability Insurance

Life Insurance

Holiday & Vacation Pay

Employee Assistance Program

Job summary

Gulf Copper LLC, based in Galveston, TX, seeks an Executive Assistant to provide high-level administrative support to the executive team, manage complex reports, and coordinate communications, travel, and calendars. The role requires strong organizational skills and expertise with Microsoft 365 and SharePoint.

With 5+ years of executive support preferred, you will also help maintain internal portals, prepare expenses, and assist with company events and leadership meetings.

Qualifications

• Five (5) years or more experience in executive administrative support preferred.
• Experience and strong knowledge of M365 (Outlook, SharePoint, OneDrive, Teams, MS Office, including Word, Excel, PowerPoint).
• Associate degree preferred for business administration or related field.

Responsibilities

• Provide high-level administrative support, including research, complex reports, staff communication, and information requests.
• Prepare and manage executive travel arrangements and meeting schedules.
• Compose and distribute meeting notes/minutes and routine correspondence.
• Coordinate portals and data population for internal/external stakeholders.
• Assist with planning and execution of company events and leadership meetings.
• Support internal communications and employee engagement activities.

Skills

Executive support

Communication

Organization

Education

Associate degree in business administration

Tools

M365

Job description

Executive Assistant

Gulf Copper LLC, a subsidiary of Davie Defense, is a leading Marine Repair and New Construction company based in Galveston, Texas, with more than 75 years of ship repair and fabrication experience on the Gulf Coast. Gulf Copper’s primary business is the repair and refurbishment of marine vessels, ship construction, and fabrication for transportation, government, and oil and gas markets.

Benefits:

• 401 (k)
• Group Health & Dental Plan
• Short-& Long-Term Disability Insurance
• Life & Voluntary Life Insurance
• Holiday & Vacation Pay
• Employee Assistance Program

Essential Duties and Responsibilities:

This position is responsible for the following: Other duties may be assigned.

1. Provide high-level administrative support by conducting research, preparing complex reports, staff communication, and handling information requests and others as required by daily operations. Includes maintaining various ShareFile sites for contracts, quality management program, and cyber security systems and reporting.
2. Compliance tasks will most likely include being a Local Quality Assurance Representative (LQAR).
3. Compose and distribute meeting notes/minutes, routine correspondence and other documents such as presentations, expenses, statistical, or monthly reports.
4. Utilize the following tools at the advanced level of proficiency (Outlook, SharePoint, OneDrive, Teams, MS Office, including Word, Excel, PowerPoint).
5. Actively participate and assist with events within and managed by the Employee Stock Ownership Plan Communications Committee Coordinate office activities such as picnics, birthday celebrations, community service, etc.
6. May oversee projects or programs and/or supervise, train, monitor, and evaluate the work of other administrative staff.
7. Make travel arrangements, primarily for executives; receive visitors, arrange meetings and conferences.
8. Establishing and maintaining various requests for information and data population of portals set up by and for customers, vendors, clients and leadership teams.
9. Represent the company by participation in industry associations, community, and business groups, etc.
10. Carryout external errands such as Order/pickup lunch for meetings, pick up/drop off US Mail, FedEx, etc. as needed.
11. Positively represent Gulf Copper to the public, businesses, and other agencies as requested.
12. Prepare, track, and submit executive expense reports, receipts, and supporting documentation in accordance with company policies as needed.
13. Assist with planning and execution of company-sponsored events, leadership meetings, employee engagement activities, and community outreach initiatives.
14. Coordinate catering logistics for meetings and events, including setup, vendor communication, inventory management, and cleanup following events.
15. Maintain inventory and distribution of employee recognition items, company merchandise, promotional materials, and employee swag.
16. Provide administrative support to the Executive Office Manager by assisting with overflow assignments, special projects, reporting, scheduling, and departmental initiatives.
17. Manage conference room readiness and event preparation to ensure a professional environment for employees, customers, vendors, and guests.
18. Support internal communications initiatives and employee engagement activities that promote company culture and organizational effectiveness.
19. Assist with ordering office supplies or company items when needed.
20. Inform the Executive Office Manager of needed office and meeting supplies Bi-Weekly.

Required Education & Experience:

1. Associate’s degree in business administration preferred.
2. Five (5) years or more experience in executive administrative support preferred.
3. Experience and strong knowledge of M365 (Outlook, SharePoint, OneDrive, Teams, MS Office, including Word, Excel, PowerPoint.
4. Experience scheduling executive meetings and travel arrangements for upper management.

Working Conditions:

1. Must possess mobility to work in a standard office setting and use standard office equipment and be able to attend meetings at various sites within and away from office.
2. Strength to lift and carry materials weighing up to 20 pounds.
3. Vision to read printed materials and a computer screen, including the ability to look at a computer screen for at least eight hours each day.
4. Hearing and speech to communicate in person and over the telephone
5. Regular exposure to all weather conditions, especially hot, humid and/or rainy weather, combined with regular work time indoors in environmentally controlled conditions.

Necessary Equipment Operation:

1. Office equipment, including telephone, fax machine, scanner, computer, tablets, and printer.

Special Skills:

1. High performance and a strong team player.
2. Excellent interpersonal and communication skills.
3. Exemplary customer satisfaction skills both in person and over the telephone.
4. Strong Organizational Skills (setting priorities, meeting deadlines)
5. Basic supervisory principles and practices.
6. Proper English usage, spelling, grammar and punctuation and business correspondence formatting.
7. Good independent judgment.
8. Performing basic research and preparing reports and recommendations.
9. Commitment to company values, policies and procedures and safety program.

*An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Know Your Rights. If you'd like to view a copy of the company’s affirmative action plan or policy statement, please email: [e-mail]. If you have a disability and you believe you need a reasonable accommodation in order to search for a job opening or to submit an online application, please e-mail: [e-mail].