Executive Assistant

Insight Global; Houston (TX); On-site; USD 60,000 - 80,000; Full time

Job summary

Insight Global in Houston, Texas, is seeking an experienced executive assistant responsible for ensuring smooth day-to-day operations through proactive administrative support. This role will manage scheduling, travel, and event coordination while assisting with finance and office management tasks.

The ideal candidate should have a Bachelor's degree and over 5 years of relevant experience, showcasing strong multi-tasking abilities and excellent interpersonal skills in a corporate environment.

Qualifications

• 5+ years of relevant working experience required.
• Ability to manage high workload and tight timelines.
• Experience in corporate/global and cross-cultural environments.

Responsibilities

• Manage agenda and scheduling for executive level support.
• Coordinate travel arrangements and event planning.
• Assist with finance management, maintaining accounts and budgets.

Skills

Multi-tasking

Interpersonal skills

Communication

Time management

Record-keeping

Computer literacy

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Outlook

SharePoint

Microsoft Teams

Concur

Job description

Job Description

This person will provide executive level support, ensuring day-to-day operations run smoothly through excellent and proactive administrative support.

Responsibilities

• Agenda and Scheduling Management e.g. monitoring, managing, sorting, or routing messages, emails, to respective parties;
• Travel arrangements i.e. (incl. required preparations for travel location such as visa requirements, and organizing local matters);
• Organizing/coordinating events in/outside offices e.g. for social events, conferences, town halls, workshops, meetings, lunches, trainings, talks. These events usually require the job holder to research venues, negotiate with 3rd parties and undertake costing activities. Accountable for full administration before/during/after the event;
• Visitor arrangements - making arrangements for visitor(s) at the office, which includes preparing the agenda, organizing site access, greeting and escorting the visitor(s);
• Finance management e.g. maintenance of accounts, assisting to verify invoices related to the department, supporting the budgeting process and any other data analysis;
• Publishing e.g. coordinating printing of conference papers, reports, news forum, newsletter and website; coordinating Commercial-wide staff communications with Commercial Ops Manager.
• General office management e.g. assisting to prepare documents, reports, presentations; preparing meeting minutes (outcomes, action plans, follow up); drafting routine letters; on-boarding new staff in the department or office

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [e-mail]. To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

• Bachelor’s degree preferred
• 5+ years of relevant working experience
• Ability to multi-task, set priorities, work independently, efficiently, and manage high workload to tight timelines
• Excellent interpersonal, communication and team working skills while face to face and via email/phone
• Proficiency in systematically maintaining accurate records pertaining to activities such as meetings, travel, correspondence and events.
• Experience in corporate/global and cross-cultural environments
• Advanced computer literacy in various applications, activities and programs (ex: Microsoft Office, Outlook & Outlook Calendar, SharePoint, Microsoft Teams, Skype, Concur, Corporate Travel, etc.)