LocalWork.com is hiring!

Executive Assistant To Chief Executive Officer

This position is located at the company's headquarters in Houston, TX in the Gallaria Area .

Main Purpose:

Reporting directly to the Executive Chairman and CEO, the Executive Assistant must enjoy working within a small growing environment that requires schedule coordination. The Executive Assistant must be able to multi-task in this fast-paced environment and be flexible with various levels of tasks. The ideal candidate must have the ability to exercise good judgment, handle highly sensitive company information with discretion and possess strong attention to detail skills.

Responsibilities:

Executive Support

Support the CEO and other Executives.
Provide support with scheduling, executive correspondence, presentations and reports.
Assist with Board Meetings, including planning/scheduling, formatting documents, and document filing.
Maintain all Legal records aligned with company standards.
Maintain CEO appointment schedule and assist with planning.
Appropriately handle and dispose of confidential information.
Plan and book travel.
Gather, review, and summarize company credit card Expense Reports and receipts and present to CEO for approval.
Review invoices and other documents prior to CEO approval to ensure accuracy, coding completeness, correct signing authority, etc.

Reception & Facilities Support

Maintain Conference Room calendars/schedules for the company.
Answer all incoming calls to Reception and the Executive Office.
Greet all office visitors and guests, and coordinate with the Freedom sponsor.
Manage Badge Control program by handing out and tracking employee, contractor, and visitor badges.
Maintain weekly personnel schedule.
Stock kitchen with amenities and supplies; order kitchen and office supplies for company.
Maintain the key system for office and vehicles.
Liaise with Building Management to ensure office is maintained properly and all OSHA / safety standards are adhered to.
Input work orders in the Building Management work order system, receive quotes, obtain quote approval from VP, Business Services, and verify proper work completion.
Keep Building Management informed on Freedom office hours/closures, vendor COI’s, etc.
Coordinate with Building Management for any vendor work that must be done after hours.
Retrieve, sort, and distribute incoming mail; send outgoing business related mail; schedule shipment of time-sensitive packages.
Maintain Notary Public status and notarize documents as needed.
Assist with vendor invoice processing, credit applications, and other administrative duties.
Research and recommend vendors for various services; provide feedback on vendor performance.
Maintain title and registration for owned Company Vehicles.
Coordinate rental car or other travel reservations for employees who visit the field.
Provide input into standards and procedures to continuously improve.
Coordinate above standard cleaning, overtime HVAC, and other out of the ordinary services, as needed.

Skills/Qualifications Required:

Experience in the Oil & Gas industry; company executive process experience.
Experience supporting a team of senior level executives.
Experience proofreading and editing highly important and/or confidential documents.
Prior experience supporting Board Meetings.
Inherent understanding of the issues that affect the company.
Possess strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
Skilled in Advanced Microsoft Office Suite.
Proficient in Adobe Standard in order to manipulate file layout and content.
Experience in Document and Report Writing.
Maintain a highly professional appearance and conduct.
Excellent written and verbal skills.
Strong organizational, process and time management skills.