Houston, United States
about 1 year ago
Years of experience required: 8 years
Qualifications: Required: Associates degree in business administration/related discipline OR a combination of work experience equal to education period A minimum of 8 years of experience providing administrative support to Senior Management, VP/Executive level
Requires a high degree of tact, initiative, accuracy, judgment and superior interpersonal skills, a thorough understanding of business practices and procedures and the ability to interface well with all levels of management, internal and external personnel. MS Office, PowerPoint, Outlook, Excel and general office equipment
Proven verbal and written communication skills, both internally and externally.
Strong interpersonal skills and ability to effectively interact directly with the Executive in various business and private matters. Ability to work well under pressure and manage several critical task simultaneously
Ability to manage sensitive and highly confidential information both internally and externally.
Superior organizational skills required.
Self-confidence and professional demeanor a must.
Goal oriented and must be able to take charge of and complete tasks with minimal direction.
Responsibilities: Compose and prepare confidential correspondence and other complex documents Maximize office productivity through proficient use of appropriate software applications Arrange programs, events and meetings by coordinating facilities, caterer, communicating information, controlling budget Arrange complex and detailed travel plans and itineraries, complies documents for travel-related meetings for staff members as required
Effectively manage an executive office by: Guarding the calendar, at times from the executive, to provide blocks of work time and/or flexibility.
Anticipate scheduling problems and over-commitments before occurring.
Respond to schedule changes beyond the executive's control. Manage budgets and track expenses
Audit and process expense reports on a weekly basis.
Organize team meetings and schedules.
- Proceeds with all day-to-day functional specific operations, and applies IT systems.* Prepares specialized routined report and correspondence, and/or statistics. * Maintains records and filing systems; types and/or enters data into computer systems, including Office application or specialized software packages. * Completes routine reports, in order to support decision processes in the area assigned. * Performs the administration of programs, projects, and/or processes specific to the organization unit served. * This position can be found in a number of organization settings / job families, incl. EHS, R&D, Marketing, IT, Sales, Legal, Project Management, HR, Finance, Customer Services, et al.. In general: Thinking is associated with the analysis of situations and interpretation of procedures to resolve problems within established frameworks. Performs "trouble-shooting", when issues are different in nature and complexity, and needs some deeper understanding of underlying principles. Position at these level provide support to less experienced operations staff on a regular base, in administrative or technological environment, and both internally and externally to customers. "Master Technician / Administrator": Vocationally trained positions that need high degree of practical experience and theoretical understanding to perform complex tasks in the related field of work. Work performed is issue-driven rather than determined by routined processes. In technical areas, incumbent deliver specialized services in isolated and exposed situation as stand-alone individual contributor (i.e. as Service Technician on customers building site, etc.) - or similar complex situations.For administrative operations, most of the situations in this level will be covered by the description displayed in the Leveling Core Chart - Professional (-? see there). 7 -10 years knowledge in basic theory and practise is minimum Both advanced practical and theoretical understanding and some significant advanced vocational experience is required to oversee and manage the diverse and relatively complex tasks in the related field of work.