Executive Administrative Assistant

A manufacturing company is seeking an Executive Administrative Assistant to join the team. This role combines front reception, customer service, marketing support, vendor coordination, and administrative support for company leadership. The Executive Administrative Assistant is responsible for answering phones, greeting visitors, coordinating marketing related activities such as events and tradeshows, and providing administrative support to executives.

Salary + Additional Benefits:

• $70,000–$80,000 + discretionary bonus
• Medical, Dental, Vision Insurance
• 401k

 

Location: Alvin, TX

Type of Position: Direct Hire

Responsibilities:

• Answer and screen phone calls for the company, welcome and check in visitors, escort and direct visitors to the appropriate location, prep and clean up from meetings, all while providing excellent customer service.
• Manage office conference room calendar and global company calendar, order lunch for meetings, set up Skype meetings, prepare brochures/handouts, take meeting notes and supply collateral items for visitors.
• Order give-away/promotional items, work with multiple vendors to customize, get quotes, and samples; keep inventory of all items up-to-date and order items for each show, gather and ship items for tradeshows, provide home support as needed for salesperson at show; keep Marketing closet stocked and organized.
• Conduct outreach for internal events to plan and execute employee lunches, snacks, annual company event and more.
• Manage scholarship program and handle outreach to schools to highlight; work with schools to plan visits and organize and facilitate.
• Manage conference and tradeshow event grid; update all information pertaining to show, register employees, book hotels and some travel arrangements, gather collateral items, inform team of details, develop agendas and work with manager on needs.
• Maintain kitchen and office supplies inventory and order when necessary.
• Track all expenses and reconcile monthly via online expense tracking system.
• Work with Sales team to order customer gifts annually or as-needed and provide support for sales meetings, order lunches, take notes as part of weekly and quarterly meetings, etc.
• Keep Marketing internal files within SharePoint up-to-date, taking and uploading pictures from events and at the shop, purchasing product images, working with remote partners and vendors.
• Help monitor websites for any needs, work with agencies to make changes and keep website analytics spreadsheet up-to-date monthly.
• Process payables for Marketing as needed, work with internal AP department to track finances.
• Manage copy room, copy machine, track supplies and work with vendors as needed.
• Update outdoor shop screens/televisions with images for employee communications.
• Work with vendors and troubleshoot issues as needed with phone system, copiers, printers and more.
• Uphold leadership values of integrity, excellence, innovation and collaboration; displaying respect and a positive attitude in all interactions with the team and customers.

Requirements:

• High school diploma required, college degree a definite plus
• Multi-tasker with the ability to work in an extremely high-paced environment
• Dedication to high-quality output and communicates and asks questions as needed
• Excellent verbal communication skills, personable and detail-oriented a requirement
• Excellent interpersonal and customer service skills
• Excellent written communications and the ability to professionally correspond with clients required
• Proficient in general computer knowledge, Microsoft Office suite of products including PowerPoint, Excel, Word, Teams and other job-related software
• Understands the importance of strict confidentiality and keeps information private
• Event experience a plus but not required
• Ability to be a team player and work with other staff members required
• Ability to model and promote the company's core values of reliable quality, a partnership attitude, and attention to detail

Due to the high volume of applications we typically receive, we regret that we are not able to personally respond to all applications. However, if you are invited to take the next step in the process, you will typically be contacted within one week of submitting your application.

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