Gas It Up Inc is hiring: Administrative Assistant in Irving
Gas It Up Inc, Irving, TX, United States
The Administrative Assistant serves as a liaison to the Executives, and senior management teams; handling information requests, and preforming clerical functions such as preparing correspondence, data entry, receiving visitors, arranging conference calls, and scheduling meetings; and oversees special projects.The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, tech savvy and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Essential Duties and Responsibilities:
- Completes a broad variety of administrative tasks for the team of executives including managing calendars of; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Work closely with our IT and Operations team with certain data entry tasks.
- Handle customer service inquires, and route those emails/ phone calls to the appropriate person.
- Reading and analyzing submissions, letters, agendas, memos, and determining significance; routing to appropriate personnel in a timely and efficient manner.
- Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Prepare executive responses to routine memos, letters, or correspondence.
- Provides a bridge for smooth communication between departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with our Executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Provides leadership to build relationships crucial to the success of the company, and manages a variety of special projects, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Key Skills and Experience Requirements:
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and investors
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Highly resourceful team-player, with the ability to also be extremely effective independently Excellent verbal communication skills and presence
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Strong collaborations skills and a track record of substantially and positively impacting the culture of an organization
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Strong work tenure: five+ years of experience
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms