Executive Administrative Assistant Job at ASM Global in El Paso

SUMMARY ASM GLOBAL, the leader in privately managed public assembly facilities, has an excellent and immediate opening for an Executive Administrative Assistant. This position will provide high-level executive administrative support for the Visit El Paso Executive Team to ensure key tasks and company initiatives are accomplished efficiently. ESSENTIAL DUTIES AND RESPONSIBILITIES Provides administrative assistance including writing and editing emails, drafting memos, and preparing communications on the Executive Teams behalf Manages schedules and communications of key Executive Team members Prioritizes emails and phone calls, gathers documents, both digital and print, to prepare for meetings Coordinates travel arrangements for Executive Team Maintains comprehensive and accurate records Performs minor accounting duties including, but not limited to, all expense reports for Executive Team Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary Answering phone calls in a polite and professional manner Welcomes clients and identifying the purpose of their visit before directing them to the appropriate team member Manages the executives’ calendar, including making appointments and prioritizing the most sensitive matters Monitors City and County council meetings, including upcoming pertinent agenda items to brief Executive Team Demonstrates considerable knowledge of office practices and procedures and excellent knowledge of office computer software Able to follow oral and written instructions and communicate effectively with others in both oral and written form Good organizational skills, the ability to multi-task and prioritize work and competing deadlines Provides assistance and support with special events hosted by Visit El Paso including luncheons, familiarization tours and site visits Provides back up support when team members are out-of-office for travel or off-site events Back up for Board meetings to include contact with Board, meetings minutes and follow up Requires ability to work flexible and extended hours, including nights, weekends, and holidays, in addition to normal business hours as required Performs related duties as required QUALIFICATIONS Excellent knowledge of computer software packages necessary to complete assignments to include but not limited to Word, Excel, PowerPoint, Teams, and Adobe Suite Executive administrative experience one to three years preferred Strong customer service and business etiquette skills Excellent organizational, planning, communication, and interpersonal skills Proactivity and self-direction Maintain an effective working relationship with clients, partners, employees, and others encountered in the course of employment Organize and prioritize under pressure and/or stringent schedule and produce accurate results Remain flexible and adjust to situations as they occur and ability to multitask Ability to communicate effectively orally and in writing, to be tactful, courteous, and professional and practice discretion Must have a valid Driver’s License. EDUCATION AND WORK EXPERIENCE High school diploma or GED One to three years’ experience in administrative work, customer service or travel/hospitality industry Bilingual (English Spanish) preferred PHYSICAL DEMANDS Examples: Daily sitting, focusing on and operating a computer for over 60 minutes at a time. Ability to read printed words and numbers in printed form and on computer monitor. Communicate by telephone for up to 30 minutes at a time on a daily basis. Daily lifting up to 25 lbs. Up to five minutes at a time. Daily carrying up to 25 lbs. up to five minutes at a time. Daily standing for up to 15 minutes at a time operating office equipment such as fax, printer or photocopier. See and distinguish objects or symbols as 20 feet or more and 20 inches or less. Depth perception, peripheral vision and bringing objects into focus. Write using pen/pencil or computer keyboard for up to 30 minutes at a time on a daily basis. Climbing ladders and staircases multiple times per day as needed. Ability to travel by automobile and/or air. NOTE: This description portrays in general terms the type and levels of work performed and are not intended to be all-inclusive or to represent specific duties of anyone incumbent. The knowledge, skills, and abilities may be acquired through combination of formal schooling, self-education, prior experience, or on-the-job training. The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position. Applicants that need reasonable accommodations to complete the application process may contact- 915-534-0628 ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA, Federal Contractor