Administrative Assistant IV - Houston, TX

Administrative Assistant IV - Houston, TX

Are you a polished, positive, and highly professional multitasker who thrives in a fast-paced environment? If so, we have an outstanding opportunity for you! We're seeking a proactive and trusted administrative partner to support our SVP Chief Commercial Officer, SVP Chief Operations Officer along with our Vice President Integrity & Risk Management, a role that is central to ensuring seamless operations at the highest levels of our organization. In this influential position, you will provide comprehensive administrative support while being responsible for a wide range of duties that are both highly confidential and strategically meaningful. From anticipating needs and managing complex schedules to coordinating with senior leaders and driving critical communication, you will play a key role in enhancing the effectiveness and impact of our SVP CCO, SVP COO & VP Integrity Risk Management.

If you're ready to bring your expertise, judgment, and exceptional organizational skills to a role where no two days are the sameand where your contributions truly matterwe'd love to meet you! Here's what you will do :

• Serve in a critical support role to the SVP CCO, SVP COO & VP Integrity & Risk Management
• Coordinate diverse activities which involve significant interaction, senior executives (both internally and externally) and their support staffs / assistants
• Anticipate the needs of the SVP CCO, SVP COO & VP Integrity & Risk Management and based on knowledge of the SVP CCO, SVP COO & VP's mode of operation and individual preferences, coordinate, research, delegate, compile, and organize any work necessary to meet those needs
• Review, delegate and distribute incoming work in the absence of the SVP CCO, SVP COO & VP
• Manage the time of the SVP CCO, SVP COO & VP independently and with significant discretion, refer calls and questions to other areas, and organize to make the most effective use of the SVP CCO, SVP COO & VP's time
• Prepare correspondence, documents, presentations, meeting minutes and other reports including tracking and reconciling expense reports
• Assist in the preparation and maintenance of the annual budget, as requested
• Provide support to include handling frequent and complex travel, conference reservations and event planning, heavy and complex calendar management, and arranging business meetings and communication with vendors, business associates, and customers
• Provide back-up support for other administrative assistants as needed
• Additional responsibilities may be assigned

Who you are : You have : 5+ years of secretarial / administrative work experience along with an administrative certification or equivalent experience, e.g., spreadsheet / database management, accounting and business math, business communications. A high level of discretion, tact and diplomacy in dealing with internal and external contacts along with sensitive and confidential information. A solid understanding of the Microsoft Office Suite (i.e. Microsoft Outlook, Excel, Power Point) in addition to SharePoint and cloud-based applications such as Workday at a high level of proficiency while possessing strong knowledge of company databases, enterprise structure and standard operating procedures. You can : Coordinate multiple calendars while having a high degree of attention to detail, problem solving and organizational skills. Recognize and work with confidential information in a professional manner while working independently with minimal supervision and handling multiple tasks using efficient time management. Able to prioritize, organize and coordinate work effectively in a proactive and resourceful manner with the ability to collaborate with the administrative assistant team. You are : An excellent verbal and written communicator with superb interpersonal skills who can work with employees at all levels within and outside the organization in a highly professional manner while communicating efficiently with the SVP COO, SVP CCO & VP primarily through email / electronic correspondence. Experienced with presentation preparation e.g. creating and managing materials at the Board Level, preparing and revising documents for use by senior and executive leaders while also preparing correspondence using excellent grammar, spelling, punctuation and proofreading skills. Able to network and use a variety of internal and external resources to get things done in a fast paced and demanding environment. The following are considered assets : College degree. Prior experience supporting executive level. Experience with Workday.

Working Conditions : Open office environment. Requires flexibility to adjust work hours to support and accommodate Director(s) as needed, including during evenings and weekends (infrequent). May experience difficulty in prioritizing workloads for multiple partners.

Physical Requirements include but are not limited to : Grasping, kneeling, light moderate lifting (objects up to 20 pounds), reaching above shoulder, repetitive motion, typing, sitting, standing, visual requirement (able to see screens, detect color coding, read fine print), hearing requirement and the ability to sit at a computer for long periods of time.

Mental Requirements (Both Field & Office) include but are not limited to : Ability to understand, remember and apply oral and / or written instructions or other information, understand complex problems and collaborate / explore alternative solutions, organize thoughts and ideas into understandable terminology, organize and prioritize work schedule on a short-term basis, make decisions which have moderate impact on the immediate work unit and monitor impact outside this area, understand and follow basic instructions and guidelines, complete routine forms, compose letters, outlines, memoranda and basic reports and communicate with individuals via telephone.