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
Click
here to apply!
|