Job Description

The Executive Assistant position will provide support by managing day to day administrative functions for members of the executive team. This position requires a dependable person capable of multi-tasking and who pays great attention to detail. The candidate needs to have initiative and the ability to anticipate needs that are critical. Confidentiality is of the utmost importance with regard to this position. ESSENTIAL DUTIES AND RESPONSIBILITIES - Administrative support for Chief Administrative Office & General Counsel and back-up support for the President & CEO, the Chairman and other executive officers on a periodic basis. - Assist with Public Relations and Corporate Communications Administration including coordinating press releases and interfacing with reporters and media as the initial contact. Additional responsibilities in this area include entering data into the Corporate Communication database, managing the brand store and ordering paraphernalia. - Maintain the company’s image inventory for use in brochures, presentations, web pages, etc. Coordinate with outside photographers for photo sessions, etc. - Organize Houston office events, community service days and team building activities. - Coordinate and report on company memberships and contributions. - Maintain the company E-mails and ensure accuracy and currency of information and content. - Assist with the maintenance and updates of the webpage. Coordinate with IT, outside service providers and company management. - Update the Safety Data Sheets on the company. Administrator for Intranet updates, new pages, links, videos, etc. - Coordinate and assist in the development of budgets and departmental reporting. - Assist with the board of directors and board related matters, including helping to arrange and support board and committee meeting logistics, meals, and A/V needs. - Assist in the development and coordination of financial analyst presentations, earnings conference calls and related arrangements. - Coordinate and distribute the management calendar. - Assist HR with employee activities and company volunteer programs. - Comply with all Company policies and procedures. - Other administrative duties such as ordering supplies/ gifts, coordinating travel, updating schedules, filing expense reports, answering phones, etc. - Fully supports Company goals of continuous improvement and operational excellence at strategic and tactical levels including reviewing area of responsibility for improvement opportunities to initiate projects or communicate ideas to management as well as active participation on project teams. - Any additional responsibilities or tasks as assigned. - Works with a high level of autonomy on routine matters. - Improves efficiencies in the office of the CEO. - Consults with the CEO before implementing major changes to work process. - Refers requests for major expenditure, travel, ‘All Staff’ emails, complex or unusual issues to the Manager for approval.