An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
The Executive Assistant Support Specialist provides administrative and operational support to the Executive Assistant to help ensure the efficient day-to-day management of executive office functions. This role works closely with the Executive Assistant to coordinate schedules, communications, meetings, travel, and administrative processes while maintaining a high level of professionalism, organization, confidentiality, and attention to detail.
Essential Duties and Responsibilities:
Executive Support Provide administrative support to the Executive Assistant in managing daily executive office operations. Assist with maintaining executive calendars by scheduling meetings, appointments, conferences, and other events. Coordinate meeting logistics, prepare agendas and materials, and ensure all necessary arrangements are completed. Communication Management Assist with screening, organizing, and prioritizing incoming emails, phone calls, and correspondence. Draft, proofread, and edit emails, letters, reports, presentations, and other business documents. Maintain confidentiality while handling sensitive and confidential information. Administrative Support Prepare reports, spreadsheets, presentations, and other documents as requested. Organize electronic and physical filing systems to ensure accurate recordkeeping. Assist with special projects and provide administrative support to other departments as assigned. Perform general office duties and other administrative tasks to support executive operations. Meeting & Event Coordination Coordinate conference calls, virtual meetings, and in-person meetings. Assist with planning company events, executive meetings, and other organizational functions. Assist with scheduling, attending, and coordinating venue events. Prepare meeting materials and record meeting notes when requested. Travel Coordination Assist the Executive Assistant with arranging domestic and international travel, including flights, hotels, transportation, and itineraries. Monitor travel schedules and help resolve travel-related changes or issues as they arise. Prepare travel expense documentation and supporting records. Office Operations Support the Executive Assistant in maintaining efficient executive office operations. Monitor office supply inventory and coordinate purchasing as needed. Assist with coordinating office maintenance requests and vendor communications. Help ensure office procedures are organized and operating efficiently.
Education & Experience:
Required:
Bachelor's degree in business administration, communications, or a related field preferred.
Required:
Intermediate to Advanced Microsoft Office Programs.
Attributes consistent with company culture; safety, customer service, integrity, continuous improvement. Leadership and Communication skills. Ability to establish effective working relationships with all levels of the organization. Should be analytical, detail-oriented, flexible, and decisive. Experience with Microsoft office applications. Analytical aptitude, commitment to accuracy and quality, problem solving skills, attention to detail. Efficiency, productivity, strong organizational skills, and accuracy. Time management, with the ability to meet deadlines under pressure. Eagerness to learn new things and maintain a positive attitude toward changes and new challenges. Excellent oral and written communication skills. Openness to new responsibilities and willingness to shift focus. Ability to work in a fast-paced environment and ability to multi-task. Proactive disposition with strong follow through skills. Demonstrate initiative and ability to handle multiple deadlines. Assist in development, monitoring, and adherence to budgets. Discretion confidentiality, and integrity in handling sensitive information and confidential matters. Proactive and self-motivated with a demonstrated ability to work independently and as a part of a team.
Benefits:
Competitive salary. Opportunity for professional development and career growth. Positive and supportive work environment.
Job Type:
Full-time Benefits:
Professional development assistance Referral program Relocation assistance
Experience:
Executive administrative support: 2 years (Preferred)
Language:
Spanish (Required) Ability to
Commute:
Pasadena, TX 77502 (Required) Willingness to travel: 25% (Preferred)
