EXECUTIVE ASSISTANT

Description

This role will provide executive administrative support to the Houston-based Sr. Vice Presidents (SVP). This position will perform a wide array of highly complex and confidential administrative tasks for the Sr. Vice Presidents and their respective divisions and/or delegates.

The SVP Executive Assistant will report to the Sr. Executive Assistant. This is a full-time exempt, in-person position.

Duties and Responsibilities

The duties and responsibilities of the SVP Executive Assistant include, but are not limited to, the following:

• Managing the day-to-day operations of each SVP’s office to include confirming daily appointments, intercepting conflicts, and prioritizing emergencies
• Proofreading, researching, verifying and routing correspondence for review, signature and/or execution
• Managing multiple calendars accurately, efficiently and frequently, to keep the SVP on schedule
• Monitoring voicemail on behalf of the SVP
• Coordinating and scheduling meetings on behalf of the SVP, including material preparation, venue selection, availability, rescheduling, etc.
• Managing professional organization/committee memberships
• Assisting in the planning and execution of various projects and activities for the SVP and division
• Managing business development activities, client entertainment, committee/organization involvement, etc.
• Assisting in tracking the progress of all projects by meeting regularly with the SVP, obtaining and researching updates, circulating required documentation and managing the project data via Salesforce
• Acting as liaison between the SVP and direct reports, as well upper management (CEO/President/CFO), as needed
• Coordinating and organizing travel, as well as processing monthly expense reports
• Managing candidate interviews, visitors and guests
• Providing personal support, as needed

Skills and Qualifications

• Ability to clearly understand the organization’s objectives and proactively anticipate opportunities to assist team members in meeting these objectives
• High attention to detail with strong organization and problem-solving skills
• Ability to handle confidential information in a professional manner
• Excellent time-management skills
• Excellent verbal and non-verbal communication skills
• Ability to be strategic, efficient, proactive, flexible and responsive, as needed
• Must be able to demonstrate professionalism in all aspects when communicating on behalf of the SVP with clients, customers, the executive team and/or staff
• Excellent interpersonal skills with the ability to work well with employees across all levels of the organization
• Must be proficient in Microsoft Office Suite to include Outlook, Word and Excel; Working knowledge of Salesforce and Concur are preferred, but not required
• Ability to work independently, with minimal supervision
• Ability to show initiative, make sound judgement calls and anticipate the needs of the SVP
• Ability to effectively manage multiple projects/priorities simultaneously, while keeping track of expected deadlines
• Ability to provide effective support to multiple people, each with different personalities
• Minimum of 7-10 years recent experience as a senior administrative assistant, supporting multiple executives; Some exposure to the construction industry is highly desirable

Requirements

Education Requirements

High school diploma or equivalent; Some college preferred

Supervisory Responsibility

None. This position will not have any direct reports

Work Environment

This position operates in a professional office environment and will use standard executive office equipment such as computers, phones, copiers, printers, scanners, as well as postage and beverage machines.

Physical Demands

The physical demands described here are representative of those that must be met to successfully perform the essential functions of the job.

While performing the duties of this job, the employee is regularly required to sit, use their fingers to type, talk and hear. The employee is frequently required to stand, walk, use their hands and reach. The employee must frequently lift and/or move up to 10 pounds. Vision abilities required include close vision, distance vision, color vision, peripheral vision, and depth perception and the ability to focus.

Other duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with and/or without notice.

Arch-Con is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status