Administrative Assistant

Location: Houston, TX

Description

The S&PM Department and Chief Economist's Office are seeking an administrative assistant to support to their teams. The administrative assistant will be intimately involved with and provide support to these teams that help set long-term strategy and work on some of the company’s highest priority activities. If you are selected as the Administrative Assistant, you will need to be able to interact efficiently with others, act with extraordinary discretion to maintain confidentiality, pay attention to detail, multitask, and work in a fast-paced environment.

Your responsibilities may include:

Administrative Support

• Coordinate all office and administrative support duties including travel (domestic and international, visas, etc.), expense reports, visitor registration, invoice processing and coding, budget tracking, records management, SharePoint and PlanNet site management, contract management, office moves and other administrative needs

• Arrange the S&PM Manager’s and Chief Economist’s meetings with Executive Management, other internal meetings, and external guests

• Manage the S&PM Manager’s and Chief Economist’s calendars and incoming requests so that time is used optimally and efficiently, including liaising with external counterparts to schedule interviews/engagements

• Assist S&PM Directors with handling and optimizing the Corporate Calendar with Executive Staff

• Assist Chief Economist Office and S&PM teams in scheduling meetings with Executive Management, other internal meetings, and external guests

• Manage access to internal web site hosting proprietary corporate price information

• Act as backup to the administrative assistant for the VP, CP&D; specifically handling Executive Leadership Team agenda and pre-read materials

• Coordinate with facilities management and IT for office moves

Executive Meeting Materials, Logistics

• Coordinate with Executive Assistants, IT, Building Services to deliver key Executive Leadership meetings

• Coordinate with Creative Services to efficiently and timely deliver hardcopy materials and deliverables in support of ELT and Board of Directors meetings, Board Strategy Sessions, Executive Committees, and Analyst Presentations

• Coordinate with facilities management to ensure maximum reliability of office hardware (printers/copiers, etc.)

Qualifications

Basic/Required:

• Must be legally authorized to work in the United States as a U.S. citizen or national, or an alien admitted as a permanent resident, refugee or asylee

• 5+ years of experience in administrative assistant role

• Intermediate proficiency with Microsoft O365 applications: Excel, Outlook, PowerPoint, SharePoint, Teams and Word (data manipulation, tables, and graphs)

Preferred:

• 10+ years of experience supporting finance, accounting, or legal organizations

• 3+ years of experience arranging domestic/international travel and visas

• Attention to detail in a fast-paced, high pressure environment

• Excellent verbal and written communication skills

• Professional presence

• High level of integrity and confidentiality

• Efficient organization, analytical and problem resolution skills

• Highly responsive, results oriented, self-starter

• Takes ownership of actions and follows through on commitments by holding others accountable and standing up for what is right

• Listens actively and invites new ideas for exchanged opinions, then influences and acts to drive positive performance and achieve results

• Builds positive relationships based on trust and seeks collaboration across organizational boundaries to achieve goals

• Delivers positive results through realistic planning to accomplish goals