Our Galleria area Houston, TX client is seeking and Executive Assistant to provide executive level administrative support to the President and/or other leaders.

Responsibilities:

  • Manage every level of detail of the President’s schedule by gaining familiarity with meeting purposes and priority levels, rearranging meetings as needed to maintain orderly flow of priorities.  This will include on-site, off-site, international, and networking/community meetings.  Make the “magic” happen discretely behind the scenes, such that it appears effortless.
  • Develop strong relationships with the other Executive Assistants such that rearranging meetings with international location are effectively and easily navigated.
  • Due to the global nature of our company and business, be available and alert during “after-hours” if the leader has meeting such that last minute changes do not cause conflicts or confusion for the leader.
  • Make domestic/international travel arrangements, including flights, transportation, accommodations (temporary and long-term).  Prepare daily/weekly travel agendas and manage details to ensure the executive is well prepared as necessary and all last minute changes are managed such that meetings and necessary materials flow effectively.
  • Ensure the leader is fully prepared for meetings by planning ahead, considering appropriate attire, travel times, a need to have lunch, breaks, and generally be intuitive about what needs may arise.  Plan ahead.  Know what he needs before he knows for himself.
  • Thoroughly understand how to use the electronic equipment for video conferencing, prepare materials (copies, electronic presentations, etc), equipment (video, computer projector) and conference room for meetings.
  • Support “all employees” meetings by ensuring the room is prepared properly and ready ahead of the start of the meeting.  When sending out “all employee” meeting requests, take ownership that all goes according to plan for the presenter(s).
  • Ensure orderly flow of documents needing approvals and make proper alerts regarding any deadline issues that may arise.  Be comfortable enough to push back when requests for signatures come at the last minute and ensure deadlines are “real.” Ensure requestor had initialled documents, showing his/her endorsement before leaving for the signature.
  • Manage credit card reports, coding of expenses, and receipts, such that timely and accurate submissions are made.
  • Utilize SAP and other internal systems to create purchase orders, process billings/invoices, and ensure timely payment of bills.
  • Navigate other internal matters on behalf of the leader such that there is very little distraction from key priorities.
  • Assist with maintaining a clean and orderly kitchen, file room, copy room, and workplace.  May have sole responsibility from time to time, as other admin team members are on leave.
  • Capability, willingness and relentless pursuit of influencing a strong, ultra professional culture of dignity and respect for all, with a can-do spirit, and a no-victims attitude where accountability and reliability are essential for survival and are sought rather than avoided.  Ensure this approach is infectious across the admin team.

Requirements:

  • Associates Degree required; Bachelors degree preferred.
  • 10+ years’ experience working in an administrative assistant/support role in a highly professional office environment; 5+ years directly supporting senior leaders/executives; at least 2 years’ experience at and Exploration and Production (E&P) company.
  • Expert user of Microsoft Outlook.
  • Significant experience with Word, Excel, and PowerPoint, for creating reports, letters, spread sheets and presentations.
  • Proven record of strong organizational and multi-tasking skills while maintaining a strong positive attitude.
  • Proven ability to effectively interact with all levels of employees within an organization (including upper management), utilizing political savvy to influence outcomes that always position the leader and the business in the best light.
  • SAP experience a plus.

Excellent fluent written and spoken English.

Please visit us on the web at www.frontlinesourcegroup.com

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Equal Opportunity Employer, M/F/V/D.  Candidates must have authorization to work in the U.S.  Clients will not sponsor visas.

Frontline Source Group™ is one of the fastest growing Information Technology, Accounting, Legal, Human Resources, Administrative, and Clerical staffing and direct hire firms with offices throughout Texas, Tennessee, and Arizona, with locations in: Austin, Dallas, Fort Worth, Plano, Houston, Sugar Land, The Woodlands, Nashville, and Phoenix.

Frontline specializes in matching top talent with companies for direct, contract, and contract-to-hire placements.  We work with clients and candidates in all areas of the United States and Canada.