We are seeking a highly motivated and professional Executive Assistant and Office Administrator to support multiple executives at our Houston, TX location. In addition to supporting the company executives, this role will be pivotal in ensuring the smooth functioning of the office, including managing supplies, restocking kitchens, planning company events, and representing the company at industry events. The ideal candidate is capable of managing a varied workload, prioritizing tasks effectively, and thriving in a fast-paced corporate environment.
Essential Responsibilities:
Executive Support:
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Uphold a strict level of confidentiality.
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Coordinate executive communications, including taking calls, responding to emails, and interfacing with clients.
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Coordinate daily calendars of executive management and plan appointments.
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Schedule meetings and manage travel itineraries.
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Prepare internal and external corporate documents for team members and industry partners.
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Assist in preparing for meetings and accurately record minutes.
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Facilitate internal communication and distribute information.
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Manage executive expenses and process expense reports.
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Research and prepare documents for review and presentation by boards of directors, committees, and executives.
Office Management:
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Ensure the smooth operation of the office by managing supplies and restocking kitchens.
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Maintain an organized filing system for paper and electronic documents.
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Suggest and implement more efficient office processes and troubleshoot malfunctions.
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Greet visitors in a professional and friendly manner, ensuring they are directed to the appropriate person or office.
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Answer, screen, and forward incoming phone calls promptly and efficiently.
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Respond to general inquiries from clients, vendors, and employees, providing accurate information and assistance.
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Handle incoming and outgoing mail, packages, and deliveries.
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Assist with office moves and renovations.
Event Planning:
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Plan and arrange intra-company events and activities, such as monthly birthday celebrations and holiday parties.
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Coordinate and host events on behalf of the company, including corporate gatherings outside the workplace like Customer Events and Boat Christenings.
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Participate in and represent the company at industry events, as requested by management.
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General Support:
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Demonstrate a willingness to step in and assist, ensuring the team meets its goals and deadlines.
Minimum Requirements:
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Minimum of 2+ years of experience as an Executive Assistant reporting directly to senior management.
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Advanced Microsoft Office skills, with an ability to become familiar with company-specific programs and software.
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Proficiency in collaboration and delegation of duties.
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Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
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Exceptional interpersonal skills.
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Experience using office equipment, including printers and fax machines.
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Professional level verbal and written communications skills.
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Must be able to meet deadlines in a fast-paced quickly changing environment.
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A proactive approach to problem-solving with strong decision-making skills.
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Friendly and professional demeanor.
Preferred Qualifications:
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High school diploma
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Associate Degree or additional qualifications as Personal Assistant or Secretary are a plus
Physical Capabilities:
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Carry, push, pull or move 10 pounds regularly, or up to 20 pounds occasionally
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Ability to sit up to 8 hours per day
Note that nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time, and the list of job tasks is not all inclusive. Other duties may be assigned by management as needed.
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AAP/EEO Statement
Campbell Transportation Company, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.