Logo
Gulf Stream Marine

Executive Administrative Assistant Job at Gulf Stream Marine in Houston

Gulf Stream Marine, Houston, TX, United States, 77246


Overview

POSITION OVERVIEW:

As the Executive Administrative Assistant, you will provide administrative support to our executive team and high-level management. The Executive Administrative Assistant is crucial in providing comprehensive support to high-level executives and senior management. This role involves handling a wide range of administrative tasks and responsibilities to ensure the smooth functioning of the executive's office and efficient coordination of activities.

This highly visible and responsible role requires a high degree of professionalism, poise, tact, and energy. The key competencies for success in this role are diplomacy and tact, organization, detail-oriented, proactive, creative, resourceful, critical thinking skills, enjoys working on multiple tasks simultaneously, and has a team spirit and 'can do' attitude.

KEY ACCOUNTABILITIES:

  • Calendar Management: Coordinate and manage the executive's calendar, scheduling meetings, appointments, and events. Ensure scheduling conflicts are resolved and the executive's time is optimized.
  • Communication: Screen and manage incoming calls, emails, and correspondence for the executive. Draft and prepare emails, memos, reports, and other documents as required.
  • Travel Arrangements: Plan and arrange travel logistics, including flights, accommodations, transportation, and itineraries. Prepare travel expense reports and reconcile receipts.
  • Meeting Support: Prepare meeting agendas, materials, and presentations. Attend meetings, take minutes, and distribute follow-up actions to relevant stakeholders.
  • Project Coordination: Coordinate and track the executive's projects, initiatives, and tasks. Collaborate with various teams to gather information and ensure projects are on track.
  • Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
  • Office Management: Organize and maintain the executive's office, including supplies, filing systems, and equipment.
  • Relationship Management: Build and maintain relationships with internal and external stakeholders, including clients, partners, and colleagues.
  • Research: Conduct research and gather information on various topics to support decision-making and meeting preparation.
  • Event Coordination: Assist in planning and organizing company events, conferences, and executive-level functions.
  • Miscellaneous Tasks: Perform administrative duties like expense tracking, invoice processing, and data entry.
  • Facility Management: Take care of the physical workspace. This includes managing office space, coordinating maintenance and repairs, and ensuring a safe and comfortable environment for employees
  • Budgeting and Finance:Responsible for budget management. This could involve tracking expenses, creating budgets for office-related expenses, and ensuring spending is within allocated limits.
  • Communication:Office managers act as a liaison between various departments, helping to facilitate communication and collaboration. They may also communicate important information from upper management to staff and vice versa.
  • Supervision:Oversee cleaning crew of 4, assigning tasks, providing guidance, and evaluating performance.
  • Problem Solving:Must be adept at addressing various challenges in the office environment, whether they're related to logistics, interpersonal issues, or operational hiccups.
CANDIDATE REQUIREMENTS:
  • High school diploma or equivalent (Bachelor's degree preferred).
  • Proven experience (usually 3+ years) as an executive administrative assistant or in a similar role.
  • Proficiency in using office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
  • Excellent communication skills, both written and verbal.
  • Strong organizational and time management skills.
  • Attention to detail and the ability to multitask effectively.
  • Discretion and the ability to handle confidential information.
  • Strong problem-solving skills and a proactive attitude.
  • Flexibility to adapt to changing priorities and demands.
  • Professional demeanor and the ability to work well under pressure.
  • Familiarity with basic project management principles is a plus.
PHYSICAL REQUIREMENTS & WORKING CONDITIONS:
  • The position is primarily in an office environment, and the employee must continuously sit.
  • The employee is frequently required to stand and walk.
  • The employee must occasionally lift and move up to 10 pounds.
  • Work is performed primarily in an office environment.
  • Work may involve moderate exposure to inclement weather/elements, such as extreme temperatures, dirt, dust, fumes, airborne particles, smoke, unpleasant odors, and toxic or caustic chemicals.
  • The noise level in the work environment is usually quiet to moderate.
  • Local and non-local travel may be required (less than 10% of the time).
  • Must be able to work extended hours, weekends, or holidays, as needed.

If you are interested in this position, we kindly ask you to complete a Wonderlic Assessment using the following link - https://apply.select.wonderlic.com/45VMJ4/Gulf-Stream-Marine