An international oil & gas company has an excellent opportunity for an Executive Assistant to provide personalized and timely support to the executive team members.

The ideal candidate is a self-motivated multitasker well-versed in office administration systems & procedures. Working closely with the CEO, SVPs, and VPs, the new hire will increase operational efficiency through effective communication & coordination while maintaining the highest level of discretion, confidentiality, and organizational effectiveness.

Salary : $75,000-$95,000

Location : Houston, TX

Type of Position : Direct Hire

Responsibilities :

• Organize and manage calendars by scheduling meetings and appointments, managing calendar conflicts, and prioritizing appointments.
• Arrange meeting logistics, prepare agendas, research and analyze data, and provide support in preparing reports and presentations for meetings.
• Record and distribute minutes of meetings.
• Prepare letters, memos, reports, and other documents.
• Coordinate management of flow of information to senior executives to ensure that relevant communications are referred to them.
• Answer and direct phone calls and take messages.
• Organize and manage correspondence, including drafting routine correspondence.
• Greet visitors and clients and answer or direct their inquiries.
• Make food and refreshments arrangements for the executives as necessary.
• Make travel arrangements, including visas, travel packs, and travel itineraries.
• Process expense claims and submit expense reports.
• Raise purchase orders for payment of invoices.
• Manage and maintain the executives’ electronic filing system and database, file and retrieve documents as required.
• Liaise with other departments like IT, Facilities, HR, etc. for assistance to the executives.
• Arrange social events and public appearances.
• Arrange and manage office events (internal and offsite) along with the office support and facilities teams.
• Provide general office and administrative support.

Requirements :

• Work experience in an office environment as an Executive Assistant or Personal Assistant to C-Suite / SVP or VP / Board level individuals
• Experience working in a global organization across different time-zones will be highly desirable
• Experience working with people with a variety of nationalities and cultural backgrounds is desirable
• Excellent full suite MS Office knowledge with an ability to become familiar with company specific systems and software
• Drafting, writing, and research skills
• Exceptional organizational and calendar management skills
• Excellent professional judgement and ability to determine which emails, reports, telephone calls, etc. need to reach your boss and which do not
• Ability to maintain discretion and confidentiality
• Excellent attention to detail, including proofreading
• Friendly and professional demeanor and ability to build relationships at all levels across the business and with external contacts
• Excellent time management, multi-tasking, and prioritizing skills
• Ability to work under pressure and tight deadlines
• Proactive approach to problem-solving with strong decision-making skills
• Ability to work autonomously
• Ambitious and self-motivated
• Supportive approach and a can-do, positive attitude
• Flexible approach, no job considered too big or too small
• Ability to balance support between multiple stakeholders

Are you a highly skilled strategic thinker who thrives in a fast-paced environment with a proven track record of developing strong partnerships that guide impact for leaders and teams?

If so, please follow the link and apply to join our team! As an Executive Administrative Assistant supporting Commercial Banking, you will manage busy calendars, travel, plan and assist with local events and projects for the business and may support various activities such as managing tactical office needs, client tickets, compliance requirements or business travel tax.

You will tap into your thought leadership to manage priorities, ensure efficient use of executives’ time, and collaborate closely with colleagues to ensure robust on-site support and backup coverage.

You will also work with key stakeholders and business partners with the Events and Sponsorship Team, Office Management, etc.

to complete projects. Job Responsibilities : Manage complex calendars for leaders in a fast paced and dynamic environment, arrange travel plans, adjust and prioritize last-minute changes including logistics such as conference rooms, events, and catering, etc.

Support local event planning and execute as needed and / or support local employee engagement activities such as team recognition, events, etc.

Provide site support for local office requirements including phone coverage, assistance with new hire integration, facilities maintenance, supplies, floor access, presence at local events, greeting clients and guests and escorting them throughout the location, food orders / set up and takedown of conference rooms, ensuring superior client service at all times Provide general team support such as time keeping, training tracking, and assist in ad hoc projects as needed Maintain confidential data, enforce internal controls, and comply with policies and procedures Support Catalyst activity within scope for role and simple reporting for the business such as pulling canned reports and scorecards Required Qualifications, Capabilities and Skills : Strong organizational skills and ability to work independently in a demanding, changing environment Effective travel planning skills and knowledge Self-motivated, personal leadership, ability to be discrete, highly collaborative and team oriented Effective interpersonal skills and excellent communication - confident, organized, and clear Fluent in Microsoft Office, adapts easily to process changes and learns new technologies quickly, 3+ years of administrative support experience with background in a client facing sales and financial services environment Commitment to customer service and ability to work in team-oriented environment tied to solid judgment, decision making and problem-solving skills Note : this role requires five days in the office (Mon-Fri) and will not support Hybrid options.

Req ID : 401188

BASIC PURPOSE : This position is responsible for providing administrative support for the Musket’s Vice President, and Directors.

Duties include general clerical, and administrative tasks and project responsibilities.

MAJOR RESPONSIBILITIES :

• Assisting others, and working independently, in gathering and analyzing data and assembling it for use in internal / external meetings, presentations or reports, as directed by the Vice President or Directors
• Maintain and / or assemble and publish reports such as organization charts, floor plans and space utilization, budget and expenditure tracking and reconciliation spreadsheets
• Take and distribute meeting notes
• Manage the local conference room booking through Outlook tools
• Schedule and book travel and arrangements
• Preparation of Executive(s) expense reports
• Interface with internal and external parties for Executive through written and phone correspondence and administrative meetings as required
• Light filing, copying, faxing, and organizing
• Calendar maintenance and appointment scheduling for Executive
• Maintain conference rooms and common areas in a professional manner
• Answer main phone line, direct calls, and greet visitors to the office
• Other duties as assigned

EDUCATION AND EXPERIENCE :

• Education :
• HS Diploma or equivalent required
• Bachelor’s Degree a plus
• Experience :
• 5 years experience in similar role

SKILLS AND PHYSICAL DEMANDS :

• Skills :
• Bilingual English and Spanish
• Hard skills : Computer Skills, Microsoft Office, Access, Visio, PowerPoint, and SharePoint, Typing (60+ wpm)
• Soft Skills : Strong oral and written communication skills, keen attention to detail and organization skills, research and follow-up skills, customer focused, able to be a team player and the ability to work independently, able to deal with confidential information
• Typical Physical Demands :
• Requires prolonged sitting, some bending and stooping.
• Occasional lifting up to 25 pounds.
• Manual dexterity sufficient to operate a computer keyboard and calculator.
• Requires normal range of hearing and vision.

Job Function(s) : Corporate

Love’s Travel Stops & Country Stores is the industry-leading travel stop network in the United States. For more than 55 years, we’ve provided customers with highway hospitality and Clean Places, Friendly Faces.

We’re passionate about serving drivers with clean, modern facilities stocked with fuel, food and supplies. We offer meals from popular restaurant chains, trucking supplies, showers and everything needed to get back on the road quickly.

The Love’s Family of Companies includes :

• Gemini Motor Transport, one of the industry’s safest trucking fleets
• Speedco, the light mechanical and trucking service specialists
• Musket, a rapidly growing, Houston-based commodities supplier and trader
• Trillium, a Houston-based alternative fuels expert

BASIC PURPOSE

This position is responsible for providing administrative support for the Musket’s Vice President, and Directors. Duties include general clerical, and administrative tasks and project responsibilities.

MAJOR RESPONSIBILITIES :

• Assisting others, and working independently, in gathering and analyzing data and assembling it for use in internal / external meetings, presentations or reports, as directed by the Vice President or Directors
• Maintain and / or assemble and publish reports such as organization charts, floor plans and space utilization, budget and expenditure tracking and reconciliation spreadsheets
• Take and distribute meeting notes
• Manage the local conference room booking through Outlook tools
• Schedule and book travel and arrangements
• Preparation of Executive(s) expense reports
• Interface with internal and external parties for Executive through written and phone correspondence and administrative meetings as required
• Light filing, copying, faxing, and organizing
• Calendar maintenance and appointment scheduling for Executive
• Maintain conference rooms and common areas in a professional manner
• Answer main phone line, direct calls, and greet visitors to the office
• Other duties as assigned

EDUCATION AND EXPERIENCE :

• Education : HS Diploma or equivalent required Bachelor’s Degree a plus
• Experience : 5 years experience in similar role

SKILLS AND PHYSICAL DEMANDS :

• Skills : Bilingual English and Spanish Hard skills : Computer Skills, Microsoft Office, Access, Visio, PowerPoint, and SharePoint, Typing (60+ wpm) Soft Skills : Strong oral and written communication skills, keen attention to detail and organization skills, research and follow-up skills, customer focused, able to be a team player and the ability to work independently, able to deal with confidential information
• Typical Physical Demands : Requires prolonged sitting, some bending and stooping. Occasional lifting up to 25 pounds. Manual dexterity sufficient to operate a computer keyboard and calculator.

Requires normal range of hearing and vision.

Job Function(s) : Corporate

Love’s Travel Stops & Country Stores is the industry-leading travel stop network in the United States. For more than 55 years, we’ve provided customers with highway hospitality and

Legacy Community Health is a premium, Federally Qualified Health Center (FQHC) that provides comprehensive care to community members regardless of their ability to pay.

Our goal is to treat the entire patient while improving their overall wellness and quality of life, in addition to providing free pregnancy tests, HIV / AIDS screening.

At Legacy, we empower patients to lead better lives by promoting healthy behaviors and offering resources such as literacy classes, family planning services, and nutrition and weight management information.

Our roots began in 1981 as the Montrose Clinic, with specialization in HIV education, testing, and treatment. Since then, the agency has expanded to 17+ clinics in Houston, one in Baytown, two in Beaumont, and one in Deer Park with extensive services that include : Adult primary care, HIV / AIDS care, pediatrics, OB / GYN and maternity, dental, vision and behavioral health.

We also service students within KIPP, Galena Park ISD and YES Prep schools. Legacy is committed to driving healthy change in our communities.

Position Summary

The Executive Assistant is the strategic business partner of the CHRO and CIO. This position serves as the primary point of contact for internal and external constituencies.

The Executive Assistant is a strategic partner of the IT and HR Leadership teams, providing proactive support for daily operations of both functional areas.

Essential Duties & Functions

EXECUTIVE SUPPORT

• Assist the CHRO and CIO in day-to-day activities
• Via access to CHRO’s Outlook inbox and calendar, manages active calendar of appointments for the CHRO. Includes setting and coordinating meetings with internal staff and external individuals
• Plans, coordinates and ensures the CHRO’s schedule is followed and respected
• Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CHRO’s time
• and office
• Have a thorough understanding of the CHRO’s vision and goals for the organization in order to fully support the CHRO and senior executives in achieving them
• Records minutes of HR functional team meetings
• Update and maintain internal departmental SharePoint site
• Maintain relevant leadership contact lists and organizational structural documents
• Creates initial drafts for executive and leadership presentations
• Composes and prepares correspondence of varying levels of confidentiality
• Arranges complex and detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings Communicates directly with Board members, donors, and constituents, and on behalf of the CHRO on matters related to the CHRO’s initiatives Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CHRO, including those of sensitive or confidential nature Provides a bridge for smooth communication between the CHRO’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff Works closely and effectively with the CHRO to keep him / her / them well informed of upcoming commitments and responsibilities, following up as appropriate Works collaboratively with executive assistant team and HR team Complete payroll for CHRO direct reports on a biweekly basis, and additional payroll coverage for leadership staff as needed Manages a variety of special projects for the CHRO, most of which will have organization wide impact Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CHRO’s ability to effectively lead and execute Legacy’s Human Capital strategy Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Completes expense reports ensuring accurate and timely submission of reports with accompanying receipts Unwavering attention and adherence to Legacy’s mission, vision, and values
• Responsible for calendar management via Outlook; track commitments and tasks to completion.
• Responsible for meetings set up to include MS Teams. Set up and shut down of video, audio and at times web conferencing.

Managing large and small conferences.

• Demonstrates a high caliber of customer service to internal team members, across all levels; represent by acting as spokesperson, as needed as it relates to business matters.
• Coordinate complex travel arrangements, including registration for conferences and speaking engagements.
• Work on spreadsheets for given projects, as needed.
• Create and / or edit presentations via PowerPoint.
• Work closely with the Executive Assistants for others of the Executive Leadership team, and other colleagues in support of special assignments.

Collaborate and contribute ideas to best practices with Executive Assistant Team Members.

COMMUNICATIONS, PARTNERSHIPS, OUTREACH SUPPORT

• Must have excellent written and verbal communication skills and the ability to manage people up and down the organization chart
• Partners with the marketing team to ensures that the CHRO’s bio / curriculum vita is kept updated and responds to requests for materials regarding the CHRO and the organization in general
• Edits and completes first drafts for written communications to external stake holders for strategic Initiatives
• Follows up on contacts made by the CHRO and supports the cultivation of ongoing relationships
• Attend external and internal functions with and on behalf of the CHRO
• Assist the CHRO with the management of CHRO’s external boards and commissions
• Performs other duties as assigned.

Required Education, Certifications, Licenses, & Training

Bachelor's degree required or equivalent.

Required Years of Experience

A minimum of 5 years’ experience supporting C-Level Executives

Required Knowledge, Skills, and / or Abilities (minimum requirements)

• Maniacal organizational skills
• Expert MS PowerPoint and MS Excel
• Great written and verbal communication skills including the ability to work well with all levels of people including public figures / officials
• Must be able to communicate effectively with staff, community, and the general public
• Work history that illustrates both maniacal organization and prioritization skills
• Proactive problem solving capabilities
• Demonstrated high levels of both initiative and exemplary customer service
• Ability to meet new challenges with an open mind and an optimistic response
• Strong reporting and presentations skills
• Expert proficiency with Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
• The ability to effectively manage / coordinate a wide variety of simultaneous projects and to successfully prioritize multiple tasks with good judgment
• Must be able to perform duties and responsibilities with or without reasonable accommodation.
• Ability to remain calm under stressful conditions
• Love of learning and new technologies
• Must be able to work evenings and some weekends based on projects, meetings, events
• Must be able to manage multiple deadline and decision making responsibilities.

Physical & Mental Demands

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Frequently required to sit; occasionally required to stand and walk.
• Frequently required to talk and / or communicate both expressively & receptively.
• Occasionally required to lift and / or move up to 25 pounds.
• Occasionally required to bend, twist, climb, and reach.
• Moderate concentration / intensity, which includes prolonged mental effort with limited opportunity for breaks.
• Normal memory, taking into consideration the amount and type of information.
• Moderate level of complexity for decision making.
• Must be able to handle normal levels of intensity.

Work Environment

• May be exposed to infectious waste, diseases, conditions, etc., including viruses.
• The noise level in the work environment is usually moderate to loud.
• May work in open area at times and be exposed to various distractions.

Organizational Competencies

All Legacy staff are required to follow and uphold Legacy’s Mission, Vision, and Values, Legacy’s Policies and Procedures, The Code of Conduct and The Code of Ethics and Compliance Plan.

In addition, the following competencies are expectations for all employees :

Respectful and Courteous to Others

Employees refrain from disruptive and disrespectful behaviors that could be offensive to patients and employees, potentially creating a disruptive work environment.

Upholds Confidentiality of All Sensitive Data

Employees respect the rights of privacy of our patients and employees including adhering to all HIPAA compliance regulations.

Values Cultural Differences

Employees are courteous and respectful in interactions with employees, patients, and our community.

Responsive

Employees respond quickly, graciously and appropriately to employees and patients.

Clear and Effective Communication

Employees are personally accountable to foster positive and clear communication with all employees and patients.

Teamwork and Adaptability

Employees contribute positively to the Legacy team and are committed to treating others with courtesy, honesty, and respect.

Exhibits ability to handle and adapt to changing work environments or unexpected events. Ability to change methods and approach to best fit situations.

AAP / EEO Statement

It is the policy of Legacy Community Health to provide equal employment opportunity (EEO) to

all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and / or

expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.

In addition, Legacy will provide reasonable accommodations for qualified individuals with disabilities.