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  • Job reference: RMS0151956

Executive Administrative Assistant

  • Sector: Commercial
  • Location: Houston
  • Job type: Contract
  • Date posted: 16/02/2015
  • Time left:
    d h m s
This vacancy has now expired.
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The Company:
an oil and gas EPC company

The Role:
Responsible for direct administrative and clerical support to an Executive Vice President of the Engineering/Construction Firm, as well as overall support to the EVP’s team. Duties may be complex in nature and may involve access to confidential information. Duties will include common administrative activities such as typing, faxing, calendar coordination and scheduling of meetings (on/off-site), as well as project support for various departments within the organization.

Detailed Description
• Assists in daily office management activities including answering and screening phone calls from internal and external customers and direct inquiries appropriately, scanning, copying, sorting and distributing mail, and greeting visitors.
• Performs a variety of administrative duties for the EVP, and his team including making travel arrangements, calendar and itinerary coordination, expense report processing, review of monthly operating expenses, routine passport/visa updates, and overall organization of action items.
• Assist with annual projects.
• Assures that all assigned projects are completed in a timely and efficient manner and appropriate follow-up is performed on all administrative matters.
• Create and distribute various correspondence, presentations and reports for the President.
Attend various meetings. Prepare and distribute meeting minutes, as applicable.
• Assist the President, in managing the strategic plan, yearly objectives, and ongoing projects.

Essential Skills / Qualifications:
Required Skills
Minimum Requirements
• Excellent computer skills, exceptional in Microsoft Office (Word, Excel, and PowerPoint).
• Must be a U.S. Citizen, or hold a valid work visa that does not require sponsorship in order to legally work full-time in the United States.
• Must read/write/speak fluent Japanese.
extensive PowerPoint skills

Required Experience
Minimum Requirements
• High school diploma or equivalent.
• Minimum 5+ years of experience in an Administrative role supporting an Executive at the SVP level or above.

Desirable Skills / Qualifications:
Preferred Requirements
• Prefer experience with Lotus notes but not required.
• Prefer experience with EPC company or similar.
• Strong interpersonal skills, with the ability to interact with all levels of organization.
• Excellent communication skills, both oral and written.
• Maintain high ethical standards and confidentiality at all times.
• Able to prioritize.

Preferred Experience
• Highly resourceful and flexible in accomplishing tasks and solving problems; self-starter.
Strong initiative and ability to anticipate needs.
• Exceptional customer service skills with demonstrated experience of being helpful and responsive.
• Effectively able to handle and prioritize multiple projects.
• Strong organizational skills; detail oriented.
• Ability to work effectively under pressure and/or time constraints yet maintains accuracy in work output.
• Takes initiative and able to work independently, yet knows when to ask for assistance.
• Positive attitude and team player.
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