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  • Job reference: RMS0174133

Executive Assistant / Office Manager

  • Sector: Commercial
  • Location: Houston
  • Job type: Contract
  • Date posted: 15/12/2016
  • Duration: 12 months
  • Time left:
    d h m s
This vacancy has now expired.
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The Company:
O&G Operator

The Role:
Primary Responsibilities

Performs administrative duties for executive management. Responsibilities may include screening calls, making travel and meeting arrangements, preparing reports as requested, and customer relations. Requires strong computer and internet research skills. Also calls for flexibility, initiative , creativity and a multi-tasked individual who can work independently and in a team environment. The selected individual must possess excellent interpersonal skills, project coordination experience, and the ability to work with all levels of internal management and staff. High level of confidentiality is required.

Skill Profile

• .
• Use office equipment such as computer, calculator, copy and fax machine
• Strong verbal, written, interpersonal and organizational skills
• Proficient working knowledge of Microsoft Suites, (Word, Excel, PP) excellent spelling & grammar skills.
• Must be flexible and willing to assist, back other departments as needed
• Bilingual in English/Spanish a must (reading and writing).

Communication Areas

Ability to interface well with all departments of the company, including external customers and suppliers, and must be able to represent the President in a highly professional manner. To maintain the highest level of confidentiality.

Detailed Responsibilities

• Relieve management of administrative tasks
• Coordinate work flow
• Update and chase delegated tasks to ensure progress to deadlines
• Take initiative in manager’s absence
• Keep delegated projects on schedule
• Maintain procedures manual to ensure consistent performance of routines
• Management and scheduling of executive conference rooms

• Must have the initiative and desire to understand the business
• Compose correspondence/reports for own or manager’s signature
• Arrange essential mail in priority action order for President
• Check deadlines on incoming requests and follow up on distributed documents
• Research, draft or abstract reports as requested

• Arrange "callbacks" to protect President’s time
• Provide back-up materials for callbacks
• Route calls elsewhere as needed

• Maintain calendar; ascertain which events require President’s presence
• Make all necessary arrangements for meetings for the President and other executives.
• Fix commitments to maximize President’s time efficiency; Allow decision/desk time
• When President chairs meetings – prepare agenda in advance, arrange meeting facilities, follow up for confirmation of attendance.

• Perform to earn President’s full confidence
• Assure discreet handling of all business

• Screen to control interruptions
• Provide back-up data as needed
• Arrange amenities as needed

• Arrange travel for President and other executives through internal or outside agents
• Prepare itinerary, trip file and supplies
• Prepare expense report tools for President
• Complete expense reports after trip

Corporate Events
• Organize and plan the events, arranging details as outlined by the President.
• Propose budget for approval of the President and maintain approved budget for the event.

Health, Safety & Environmental Risk Category: Low

Essential Skills / Qualifications:
High School diploma, five years secretarial/administrative support experience and at least five years of executive secretary experience

Desirable Skills / Qualifications:
Preferred: BS in Business Administration or equivalent industry experience.

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft’s services.

For further information or to discuss any opportunities, Contact Eric Armin at Fircroft on +1 713 235 8137
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