Executive Assistant

Executive Administrator

Position Summary :

The Executive Administrator entails meticulous coordination of meeting schedules and travel arrangements for multiple managers within the organization.

Proficiency in Microsoft Office is essential for crafting professional business presentations. Additionally, this role involves providing executive support across various projects, requiring exceptional organizational skills and attention to detail.

Primary Duties and Responsibilities :

• Coordinate meetings for multiple executives and maintain calendars :
• Provide administrative support to management by scheduling and organizing meetings, ensuring efficient use of executives' time.
• Maintain accurate and up-to-date calendars for executives, including scheduling changes and adjustments as needed.
• Coordinate Management Operations Review Meetings
• Schedule meetings for all WG locations
• Coordinate Houston Business reviews (quarterly) :
• Schedule and organize meetings.
• Serve as an information desk for internal and external assistance :
• Assist customers, vendors, and employees with inquiries and requests.
• Coordinate flight arrangements to ensure managers have the best flight schedule to coordinate with their business meetings :
• Ensure managers have complete itineraries that meet their needs.
• Support multiple managers with clerical duties :
• Provide clerical support as needed to multiple managers within the organization.
• Work with all levels of management that involve sensitive documents and issues :
• Maintain confidentiality when handling sensitive documents and issues.

Challenges

• Scheduling Coordination : Managing the conflicting schedules of multiple managers requires adept time management skills and the ability to prioritize tasks effectively.
• Interplant Communication : Coordinating flight schedules and liaising with personnel from other plants demands strong interpersonal skills and effective communication to ensure seamless collaboration.
• Event Organization : Organizing Quarterly Reviews, Conference Calls, and Business Reviews for all employees involves meticulous planning and attention to detail to ensure successful outcomes.
• Procurement Management : Ordering supplies for multiple departments necessitates efficient inventory management and coordination with vendors to maintain adequate stock levels.
• Lobby Coverage : Handle visitors, vendors, package deliveries and mail.
• Coordinate Catering : Order and set up lunches and other refreshments for meetings as needed.

Interface :

Contacts with executives, business unit leaders, travel agents, and various departments for scheduling, coordination, and support purposes.

Education / Experience :

• High school diploma or equivalent.
• 3+ years of relevant work experience in administrative roles, preferably supporting executive personnel.

Required Skills :

• Seasoned experience with executive personnel, demonstrating an understanding of their unique needs and preferences.
• Proven ability to efficiently coordinate multiple managers' schedules and tasks.
• Flexibility to adapt to changing priorities and demands in a dynamic work environment.
• Resourcefulness in problem-solving and finding innovative solutions to challenges.
• Proficiency in basic computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, Visio and other relevant software applications.

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All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

generated inline style * / This position requires use of information or access to production processes subject to national security controls under U.

S. export control laws and regulations (including, but not limited to the International Traffic in Arms Regulations (ITAR) and the Export Administration Regulations (EAR)).

To be qualified to work in this facility, a successful applicant must be a U.S. Person, as defined in those regulations, and able to supply evidence of that qualification prior to starting work or be authorized to receive controlled information under a specific license or permission from the relevant government agency.

The U.S. export control regulations define a U.S. person as a U.S. Citizen, U.S. National, U.S. Permanent Resident (i.e.

Green Card Holder'), and certain categories of Asylees and Refugees.

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