EXECUTIVE ADMINISTRATIVE ASSISTANT

HVJ Associates - Houston, TX (30+ days ago)3.7


The mission of the Administrative Assistant to Senior VP is to provide administrative support to the Senior Vice President. Display initiative and complete requests by establishing priorities, managing time, and gaining cooperation from others, monitoring progress, problem solving, and closing the loop in adherence to the company Administrative guidelines and policy.

  • Prepare daily to do list with due date and focus completion on 3-4 realistic attainable goals. Identify items complete and pending.
  • Review Senior VP’s calendar daily and confirm schedule to coordinate with managers for approvals.
  • Respond to emails, prepare letters, memos, reports, proof reading, and copying, scanning, filing, mailing, printing and data entry.
  • Prepare over nights, arrange couriers and confirm delivery.
  • Send condolences or special occasion deliveries.
  • Coordinate furniture purchases and repairs with facilities coordinator.
  • Provide office supplies such as writing pads, pens, binders, calendar, post its and specialty supplies requested.
  • Run occasional errands to the post office, lunch, Xvand and special pick-up and delivery request.
  • Schedule telephone and in person meetings on and off site, select and reserve meeting venues. And, email Outlook invitations including meeting logistics.
  • Organize conference calls, set up video conference recordings and transcribing.
  • Attend meetings per request and take notes.
  • Knowledge of Vision Software is a plus.
Additional Key Expectations:
  • Submit weekly time sheet.
  • Process company credit card expense reimbursement reports.
  • Purchase tickets and RSVP for special event.
  • Receive telephone calls to Senior VP in his absence, review messages and direct to the appropriate manager.
  • Prepare travel itineraries and agendas.
  • Coordinate identification documents and renew PE license.
  • Review proposals and other correspondence as requested and coordinate corrections with managers.
  • Other duties as requested by the Senior VP to be determined based on the need.
Key Criteria/Requirements
  • High school diploma or equivalent
  • Five (5) years or more experience working with a senior executive.
  • Good communication, organizational, and people skills, with close attention to details.
  • Experience working with and collaboration with unit managers and demonstrate integrity and trust along with the ability to work independently.
  • Mature, service oriented and an excellent team member with the ability to juggle multiple priorities with shifting agendas.
  • Skilled in the use of Microsoft Outlook, Office and web technologies.
  • Demonstrates understanding and endorsement of company Mission, Vision, and Standards
  • Respects and value of consumers’ choices, decisions, and preferences, accepts diversity in others, and treat all individuals with respect.
  • Demonstrates personal integrity, credibility, and flexibility within the scope of position responsibilities.