HiringCafe
Posted 1y ago

Executive Assistant

@ Headworks International
View All Jobs
Houston, Texas, United States
OnsiteFull Time
Responsibilities:manage correspondence, coordinate travel, schedule meetings
Requirements Summary:Two years supporting executive management; bachelor's degree; strong proofreading/typing; dictation/transcription; CRM experience; proficient with Office suite.
Technical Tools Mentioned:Dictaphone, CRM tools, Microsoft Office, Adobe Acrobat
Save
Mark Applied
Hide Job
Report & Hide
Job Description

REPORTS TO:  CEO and SVP

SUMMARY:

This position is responsible for a variety of administrative and clerical duties, performing and coordinating office administrative duties, and storing, retrieving, and integrating information for the support to the CEO and SVP.

ESSENTIAL FUNCTIONS:

  • Manage incoming correspondence, including telephone call screening, occasional email management
  • Clerical support to CEO and SVP (Organize and maintain paper and electronic files).
  • Dictaphone transcription for SVP.
  • Travel arrangements for the CEO and SVP (both Domestic and international flights and hotels, transportation) incl. itinerary/meeting coordination and planning.
  • Heavy contact management in CRM database (PipelinerCRM).
  • Planning and scheduling internal meetings, external conference calls, and web based presentations.
  • Follow up on conferences and trade show leads created by SVP (mailings, databank updates, etc.).
  • Run various weekly reports for CEO and SVP. Follow up on required report updates through various staff members.
  • Special internal and external event planning and coordination.
  • Handle personal/private tasks for CEO and SVP
  • Backup support for receptionist on telephone overflow.
  • Support Marketing/Communications. Arrange regional trade show participation (posters, handouts, hotel booking, booth reservation, display stands, etc.).
  • Highest level of proficiency in business correspondence.
  • Handle day to day affairs of the Austrian Consulate (manage visa applications, inquiries, organize support for Austrians in an emergency situation).