Executive Aide

Company: Orion and TAS Companies
Location: Houston
Posted on: June 25, 2022

Job Description:

Job DescriptionPOSITION SUMMARYThe primary purpose of this position is to provide high-level administrative and organizational support to the President CEO, VP CFO, General Counsel CAO, and Executive VP of Operations by anticipating business needs, troubleshooting and taking initiative. Ensure a smooth transition of daily operations by taking ownership of a diverse range of administrative duties and logistical responsibilities. as well as leading complex and diversified assignments from conception to completion. Experience as C-level Executive Assistant for multiple executives required.SPECIFIC RESPONSIBILITIESWorks principally with the C-Suite, performs a wide variety of high-level administrative tasks and support, but will also provide administrative support to the Executive Vice President of Marine Operations, Vice President of Business Development and Vice President of Investor Relations. Takes lead on projects by recognizing business needs including but not limited to handling administrative details, applying the proper protocol, adhering to Company policies, using good judgment and being prepared to make informed, independent decisions.Drafts and prepares presentations, correspondence, and/or reports, including emails, legal documents, letters, memoranda, and meeting minutes. Coordinates and processes all travel arrangements, itineraries, and agendas; compiling documents for travel-related meetings; and completing expense reports and company credit card reconciliations and/or approvals in a timely manner.Operates as proxy for executives in meetings and ensures required follow-up is completed for successful business operations.Understands and assists in performing project management for various projects and initiatives across the organization.Coordinates and sends invitations for numerous routine meetings and performs time and schedule management for executive team.Prepares documents, including Excel spreadsheets, Power Point presentations, financial documents, stockholder documents, charts, lists and other similar documents. Coordinates webcasts, conferences and/or events including meeting room reservations and logistics, A/V, meals, preparing meeting materials and can include attending the meetings and taking notes. Collaborating with other departments on special engagement projects. This could also entail some travel to meeting locations. Arranges and facilitates all meetings of the Board of Directors, annual stockholder meetings, including preparation of Board Books and distribution of reports and statements there for.Manages and maintains the administrative budget, being fiscally responsible, reviewing the financial reports for the budget and forecasting upcoming and/or extraordinary expenses, and working with the finance group to prepare the budget for the next year.Processes administrative related invoices and expenses by coding, scanning, and forwarding the invoices to accounts payable and maintaining accurate records.Maintains well-organized digital and hard copy files and records for efficient retrieval of data or information when needed.Maintains all real estate records for the Company and assists with the oversight of the Company's Real Estate assets.Contact person, coordinator and/or approver for Corporate Accounts for administrative functions.Obtains EVP approval on the Authorizations for Expenditures (AFEs), Authorizations for Disposition (AFDs) and Authorizations for Lease (AFLs), and forward to the CFO and/or CEO for further review and approvals.Understands and assists in performing project management for various projects and initiatives across the organization.Liaison to building management for all building maintenance related issues.Sorts and distributes incoming mail and receives sorts and prepares outgoing mail. Date stamps and distributes letters, invoices and other correspondence as may be appropriate upon delivery. Ensures that all outgoing mail is correctly metered and processed for pick-up.Keeps postage meter maintained and serviced.Prepares and mails overnight and special delivery packages and mailings as requested. Responsible for making office supply purchases and maintains supply of envelopes, packages and mailing materials in the mail room. Serves as the backup contact for all visitors calling upon employees to conduct their businessServes as the backup to receive phone calls on the telephone switchboard and forwards calls or takes messages for employees.Employee Safety and ComplianceResponsible and accountable for incumbent's own personal safety.Responsible and accountable for the safety of all co-workers and any others incumbent comes in contact with.Authorized and obligated to stop work on any task or series of tasks whenever an unsafe condition or situation is anticipated or is observed.Complies with all applicable laws, regulations and Company policies and procedures, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.Reports any and all violations of applicable laws, regulations or Company policies and procedures promptly, and is subject to appropriate disciplinary action (including dismissal) for failure to do so.Performs other related administrative and technical duties as may be assigned or requested by immediate supervision (such as certification training, safety training, procedure review, etc.).All employees, current and former, must maintain confidentiality by not disclosing to others any confidential, proprietary or trade secret information belonging to the Company.POSITION REQUIREMENTSA Bachelor's degree and a minimum of ten (10) years' experience performing Executive Assistant functions for multiple executives or equivalent work experience required. CAP-OM (Certified Administrative Professional- specializing in Organizational Management) preferred. Commissioned as a Notary Public for the State of Texas, preferred. Some, but not substantial, overtime may be required, and light travel as needed to perform job related tasks or assist in related projects.The incumbent must have computer proficiency with a working knowledge of Microsoft Word, Excel, Access, Outlook, and PowerPoint, and be able to word process at least 70 WPM. Experience creating and managing computer databases of documents in Outlook and other applications is important. In addition, excellent organizational skills and the ability to move seamlessly from project to project as requirements dictate are essential qualities for success of this role. The position also requires the ability to work for six (6) individuals, high-level of interpersonal skills, and the ability to effectively relate to employees at all levels of the organization. Discretion and trustworthiness, and the ability to keep all Company information and materials strictly confidential (both internally and externally) are essential elements of this position.Moreover, the incumbent must be well organized and be a self-starter with the ability to work with minimal supervision and to independently identify work to be done and must be flexible with the ability to adjust to sudden changes in work priorities. The incumbent must also have the ability to prioritize work generally and in order to accommodate those changes. The incumbent must support the guiding beliefs and core values of Orion, which are centered on Quality, Safety and Production (each of equal weight and importance) but, most importantly, with each built upon the all-important foundation of Integrity.The Company expects and requires incumbent and each of its other employees to observe and fulfill the above and all other safety responsibilities and actively work toward maintaining a safe workplace. Failure to do so can result in disciplinary action, up to and including termination of employment. PHYSICAL/MENTAL REQUIREMENTSThe incumbent must be able to perform the essential functions of the job with or without reasonable workplace accommodation. The incumbent must possess the ability to remain calm during emergencies and respond appropriately as dictated by the circumstance of the incident and as directed by the Safety Representative or other management personnel. Must be capable of evacuating the work area in a timely manner should an emergency situation arise. The individual must also be able to wear and properly utilize appropriate personal protective equipment if required to work or visit the jobsite. This may include hard hat, safety glasses, respirators, ear plugs, steel-toed shoes, personal flotation devices, or other equipment as required by the work performed and location the work is being done.

Keywords: Orion and TAS Companies, Houston , Executive Aide, Accounting, Auditing , Houston, Texas