Executive Assistant

US-TX-La Porte
Requisition ID
2017-2368
Category
Office and Administrative Support

Overview

Austin Industrial, Inc. is a leading General Contractor that provides construction, maintenance, turnaround and plant services within the oil, gas, chemical, power and manufacturing industries.  We are currently seeking an experienced Executive Assistant.  The primary role of the Executive Assistant is to provide support to one or more senior executives by handling duties, projects, and tasks that will enable them to focus on operational strategy and customers.  The Executive Assistant must be creative and enjoy working within an environment that is mission driven and results driven. The successful candidate will possess structure, attention to detail, quality focus, high energy and flexibility to a high-paced, deadline–driven organization. The Executive Assistant also possesses the following attributes: the ability to exercise good judgement in a variety of situations, strong verbal and written communication, administrative and organizational skills, and ability to multi task and maintain a realistic balance among multiple priorities.  Must have the ability to work independently and with the administrative team members in the overall implementation of administrative services to the Executive area.  Must have the ability to work under pressure at times to handle a variety of activities and confidential matters with discretion.

 

This position is based in the La Porte, TX  corporate office.

Responsibilities

  • Responsible for heavy calendar management requiring interaction with internal and external stakeholders and staff to track, support and coordinate all meetings.
  • Compose and/or edit letters, memos, reports, procedure, etc. as required.
  • Effectively interact with Executives, their executive assistants and other high-level contacts inside and outside of the organization. Develop and maintain a familiarity with relevant projects with which the contacts are involved and develop working relationships with both internal and external individuals involved in each project.
  • Oversee and/or process day-to-day administrative items (e.g. expense reports, operating budgets, invoice coding, purchase and travel card coding and reconciliation, order supplies, etc.).
  • Prepare special reports, financials, statistical analysis, lists, etc.  Such items would usually require research, development and/or interpretation of data and be performed with little supervision or instruction.
  • Coordinates and arranges detailed travel plans and itineraries for company executives and others. Compile documents for travel related meetings.
  • Design, plan, and execute moderate to large scale meetings as requested to include scheduling, catering, set up, clean up, transcription, action item follow up, etc.
  • Schedule, coordinate, and support various reoccurring meetings (e.g. Site Manager PIC, Crane and Rigging PIC, etc.).  Support to include meeting notices, minutes, logs, meeting materials, etc.
  • Handle conference/event registration. Reserve rooms, catering, send invitations and manage responses for events.  Interact and collaborate with internal and external customers.
  • Participation in professional organizations and other meetings outside of normal working hours.
  • Provide support to administrative team members for general administrative needs such as meeting setup, presentation development, greeting guests, and supporting the front desk.
  • Perform additional assignments as directed.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

  • Associate’s degree in business, accounting, or related field combined with 10 years minimum work experience or Bachelor’s degree with 5 years minimum work experience strongly preferred.
  • Possess minimum of 5 - 10 years of experience as an Administrative Assistant or higher including demonstrated experience supporting executive level and/or C-level suite.
  • Certified Administrative Professional (CAP), Organizational Management (OM), Technology Application (TA) or similar training /certification preferred.
  • Oil and Gas industry experience a plus.
  • Experience with building management a plus but not required.
  • Ability to exercise and maintain absolute discretion in dealing with confidential or sensitive matters at all times.
  • Ability to prioritize and manage workload amid conflicting demands and busy work periods while being proactive in identifying areas of support that are applicable to internal and external customer needs.
  • Ability to work under pressure.
  • Ability to be flexible and work as part of a team during peak times.
  • Ability to develop and maintain working relationships at all levels, including difficult or challenging circumstances.
  • Proficiency in executive level meeting organization, preparation, minutes, and action item follow tracking.
  • Must be detail oriented, have the ability to work with limited direction, have exemplary organizational, communication, and teamwork skills.
  • Proficiency in all Microsoft Office applications including Word, Excel, PowerPoint, Outlook, and Adobe.

We offer excellent benefits including medical insurance, dental insurance, matching 401k and we are proud to be a 100% Employee Owned Company!

 

Austin Industrial is an Equal Opportunity Employer.

 

No agency inquiries please. 

 

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