What are the responsibilities and job description for the Executive Assistant position at Vision?
Executive Assistant
SUMMARY:
As the Executive Assistant, your primary role will be to provide comprehensive administrative support to the CEO and CFO of the company. You will collaborate closely with these executives, assisting in various areas including scheduling, travel planning (both domestic and international), meeting preparation, event planning, office management, note-taking, and general administrative functions for the executive team.
This position reports directly to the CEO and CFO and may also involve assisting with personal matters during travel and periods of high workload.
DUTIES AND RESPONSIBILITIES:
- Anticipate challenges and proactively address them concerning meetings, travel, and company events.
- Provide insights and recommendations to help executives make informed decisions.
- Oversee and manage all aspects of business travel itineraries, including booking flights, hotels, transportation, meetings, meals, and necessary documentation.
- Manage travel expenses in Concur in coordination with the Accounts Payable Coordinator.
- Ensure weekly schedules are organized and run smoothly for the executive team, aligning them with high-priority projects.
- Act as a gatekeeper, managing access to executive time and ensuring confidentiality.
- Handle sensitive information with discretion.
- Maintain professional interactions with all staff members.
- Help the executive team stay prepared, organized, and punctual for all meetings. Assist in scheduling meetings with multiple stakeholders, prioritizing them appropriately.
- Stay informed about executives' schedules, including in-person, virtual, or phone meetings.
- Facilitate communication between all parties involved in meetings to ensure effective time management.
- Support leadership meetings by taking notes and distributing minutes and action items as needed.
- Review meeting minutes, notes, and action items with executives and schedule follow-up conversations to ensure successful outcomes.
- Provide administrative support by organizing electronic documents and scanning paper documents to maintain an efficient filing system.
- Create and implement processes and systems to help the leadership team operate efficiently.
- Plan office events, parties, and team meetings in collaboration with the Culture Committee and HR Team.
- Assist with the preparation of routine correspondence, reports, and presentations.
- Coordinate logistics for meetings, including room reservations and technology setup.
- Oversee catering, beverages, and meals for meetings.
- Assist with room preparation and cleanup.
- Coordinate external events for customers and suppliers.
- Manage certain office-related purchasing and vendor relationships.
- Assist with projects, research, and events, including customer interactions, sales meetings, and Vistage groups.
- Manage subscription services as required (e.g., Modern Tire, Tire Business, Houston Biz Journal).
- Perform other duties as assigned, supporting various departments or executives as needed.
QUALIFICATIONS:
- 5 years of experience in a similar role supporting executives in a mid-sized company.
- Strong prioritization and organizational skills.
- Proactive with the ability to recognize team needs without being prompted.
- Flexible and adaptable, able to respond to rapidly changing situations and needs.
- Highly organized and detail-oriented.
- Quick learner with a willingness to ask questions and take initiative.
- Committed to supporting the team with tasks of all sizes.
- Ability to maintain confidentiality regarding company and personal information.
- Capable of managing complex, high-pressure situations with professionalism and tact.
- Proficient in Microsoft Office (especially Outlook, Word, and Excel) and willing to learn additional programs (OneNote experience is a plus).
- Familiarity with EOS (Entrepreneurial Operating System) is highly desirable.
- Possess a hardworking attitude while also being able to enjoy the work environment!
Job Type: Full-time
Pay: Up to $85,000.00 per year
Education:
- Bachelor's (Required)
Experience:
- Manage travel expenses: 5 years (Required)
- Concur: 5 years (Required)
- supporting executives: 5 years (Required)
- mid-sized company: 5 years (Required)
- Microsoft Office: 5 years (Required)
- Outlook, Word, and Excel: 5 years (Required)
- OneNote: 5 years (Required)
- EOS (Entrepreneurial Operating System): 5 years (Required)
- administrative support to the CEO and CFO: 5 years (Required)
Ability to Commute:
- Katy, TX 77493 (Required)
Work Location: In person
Salary : $85,000
