Job details

Executive Assistant

Get a free resume review

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).

QUALIFICATIONS:

German or Spanish speaking a plus but not required.

Minimum two years of experience supporting Executive management.
Bachelor degree required. Preference in Business or similar degree.
Must have the ability to organize and communicate effectively with executive management and employees.
Must have exceptional experience in proofreading, grammar and typing skills.
Must be adept with using Dictaphone and transcribing.
High level computer knowledge of various software applications to perform functions as required, including latest versions of Excel, PowerPoint, Word, Adobe Acrobat
Must have knowledge of and experience with CRM tools.

JOB REQUIREMENTS:

On a regular and continuous basis, this position will exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area. It is important for this position to use discretion, good judgment, organizational or management ability, initiative, and be able to work independently. Personal tasks will be assigned on a routine basis as part of the regular job duties.

What do our jobs offer?

Our job openings provide opportunities to be part of a team that provides award-winning, innovative technologies which clean the world's most precious resource – water! Headworks offers exposure to Best-in-Class technologies, on-going career development and advancement potential, and competitive compensation. The Company is frequently acknowledged by the Houston Business Journal as one of the top businesses in Houston to work for. If you are interested in being part of a team whose mission it is to improve and increase water resources around the world, come join us. We are one of the most diverse business environments in the United States as acknowledged by DiversityBusiness.Com and an equal opportunity employer. Headworks also offers a 4.5-day workweek and semi-flexible schedule, with our office closing around noon on Fridays!

Average salary estimate

$70000 / YEARLY (est.)

min

max

$60000K

$80000K

If an employer mentions a salary or salary range on their job, we display it as an "Employer Estimate". If a job has no salary data, Rise displays an estimate if available.

What You Should Know About Executive Assistant, Headworks, Inc.

If you’re looking for an exciting opportunity to support executive leadership, look no further than the Executive Assistant position at Headworks. This crucial role reports directly to our CEO and Senior Vice President, ensuring seamless coordination and execution of daily administrative operations. As the Executive Assistant, you’ll be responsible for managing correspondence, organizing and maintaining both electronic and paper files, and supporting the CEO and SVP in their busy schedules. You'll arrange travel plans, from coordinating domestic and international flights to booking accommodations, all while keeping their itineraries organized and updated. Your ability to manage a CRM database efficiently will help facilitate communication and meetings with internal teams and external partners alike. A significant part of your job will involve generating weekly reports for the leadership team and assisting in special events, both internally and at trade shows. With your excellent organizational skills and attention to detail, you'll thrive in a fast-paced environment where discretion and sound judgment are paramount. Joining Headworks means being part of a passionate team committed to enhancing water resources worldwide with innovative technologies. Enjoy a 4.5-day workweek and the chance to grow your career in one of Houston's top businesses recognized for its diverse and inclusive workplace. If you’re ready to make a meaningful impact and support our mission, we can’t wait to hear from you!

Frequently Asked Questions (FAQs) for Executive Assistant Role at Headworks, Inc.

What are the core responsibilities of an Executive Assistant at Headworks?

As an Executive Assistant at Headworks, your primary responsibilities include managing correspondence for the CEO and SVP, organizing files, coordinating travel arrangements, and supporting various administrative tasks. You will also be crucial in managing CRM databases and scheduling meetings, making your role essential to the smooth operation of executive management.