Executive Assistant

Headworks International; Houston (TX); On-site; USD 55,000 - 80,000; Full time

Benefits offered by this job

4.5-day workweek

Career development opportunities

Competitive compensation

Semi-flexible schedule

Job summary

A leading environmental services company in Houston is seeking an experienced Executive Administrative Assistant to provide comprehensive administrative support for the CEO and SVP. This role involves managing correspondence, handling travel arrangements, and maintaining schedules, requiring excellent organizational and communication skills. Candidates should have a Bachelor’s degree and at least two years supporting executive management, along with proficiency in various office technologies. Enjoy a 4.5-day workweek and a supportive work environment.

Qualifications

• Minimum two years of experience supporting Executive management.
• Ability to organize and communicate effectively with executive management.
• Exceptional experience in proofreading and typing.
• High level proofreading, grammar, and typing skills
• Must be adept with Dictaphone transcription and document handling
• Experience with CRM tools is required

Responsibilities

• Manage incoming correspondence and provide clerical support.
• Plan travel for CEO and SVP, coordinating meetings.
• Run weekly reports and follow up on updates.
• Coordinate domestic and international travel for CEO and SVP
• Manage CRM contacts and generate weekly reports for executives
• Plan and schedule internal/external meetings and web presentations
• Assist with conference/trade show lead follow-up and databank maintenance
• Support Marketing/Communications and coordinate regional trade show participation
• Handle personal tasks for CEO/SVP and provide receptionist backup as needed
• Support visa processes for Austrian Consulate and emergency inquiries

Skills

Organizational skills

Effective communication skills

Proofreading and grammar expertise

CRM tool experience

Typing skills

Dictaphone proficiency

Computer skills (Excel, PowerPoint, Word, Adobe Acrobat)

Education

Bachelor degree in Business or similar

Tools

PipelinerCRM

Excel

PowerPoint

Word

Adobe Acrobat

Job description

Overview

SUMMARY: This position is responsible for a variety of administrative and clerical duties, performing and coordinating office administrative duties, and storing, retrieving, and integrating information for the support to the CEO and SVP.

REPORTS TO: CEO and SVP

Essential Functions

• Manage incoming correspondence, including telephone call screening, occasional email management
• Clerical support to CEO and SVP (Organize and maintain paper and electronic files)
• Dictaphone transcription for SVP
• Travel arrangements for the CEO and SVP (both Domestic and international flights and hotels, transportation) incl. itinerary/meeting coordination and planning
• Heavy contact management in CRM database (PipelinerCRM)
• Planning and scheduling internal meetings, external conference calls, and web based presentations
• Follow up on conferences and trade show leads created by SVP (mailings, databank updates, etc.)
• Run various weekly reports for CEO and SVP. Follow up on required report updates through various staff members
• Special internal and external event planning and coordination
• Handle personal/private tasks for CEO and SVP
• Backup support for receptionist on telephone overflow
• Support Marketing/Communications. Arrange regional trade show participation (posters, handouts, hotel booking, booth reservation, display stands, etc.)
• Highest level of proficiency in business correspondence
• Handle day to day affairs of the Austrian Consulate (manage visa applications, inquiries, organize support for Austrians in an emergency situation)

Qualifications

• German or Spanish speaking a plus but not required.
• Minimum two years of experience supporting Executive management
• Bachelor degree required. Preference in Business or similar degree
• Must have the ability to organize and communicate effectively with executive management and employees
• Must have exceptional experience in proofreading, grammar and typing skills
• Must be adept with using Dictaphone and transcribing
• High level computer knowledge of various software applications to perform functions as required, including latest versions of Excel, PowerPoint, Word, Adobe Acrobat
• Must have knowledge of and experience with CRM tools

Job Requirements

On a regular and continuous basis, this position will exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area. It is important for this position to use discretion, good judgment, organizational or management ability, initiative, and be able to work independently. Personal tasks will be assigned on a routine basis as part of the regular job duties.

Benefits

What do our jobs offer? Our job openings provide opportunities to be part of a team that provides award-winning, innovative technologies which clean the world\'s most precious resource - water! Headworks offers exposure to Best-in-Class technologies, on-going career development and advancement potential, and competitive compensation. The Company is frequently acknowledged by the Houston Business Journal as one of the top businesses in Houston to work for. If you are interested in being part of a team whose mission it is to improve and increase water resources around the world, come join us. We are one of the most diverse business environments in the United States as acknowledged by DiversityBusiness.Com and an equal opportunity employer. Headworks also offers a 4.5-day workweek and semi-flexible schedule, with our office closing around noon on Fridays!