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Executive Assistant

Location: Austin, TX, United States
Job # 11431436
Date Posted: 10-01-2018
Executive Assistant
Austin, TX 78759
Contract to Hire Role

M-F, 8am-5pm
Pay: DOE
Targeted Start Date: ASAP


Job Description
Our client is seeking an Executive Assistant to provide comprehensive support to corporate executives including scheduling and planning meetings or events, coordinating travel, preparing and maintaining expense reports, preparing business letter correspondence, and effectively managing all essential tasks using excellent organizational and communication skills.

Responsibilities:
  • Recommend, coordinate and schedule national and international travel accommodations for members of the department to meet their business and personal needs via travel agency or online scheduling system
  • Prepare and maintain expense reports using the SAP system to reimburse employees for company expenses, while keeping in constant communication with our Madrid office to ensure the proper process is being followed
  • Coordinate calendar availability for internal and external attendees to schedule meetings, conference calls, business meals and catering utilizing Outlook calendar or via phone, keeping in mind various time zone differences
  • Perform general clerical duties for department to include but not limited to office organizational filing and file system maintenance, photocopying, faxing, scanning, mailing, binding presentations, lunch-time phone coverage and assisting with filing of deadline driven proposals as needed
  • Communicating with vendors, requesting proposals, negotiating pricing, and assist in finalizing all details and arrangements for such events
  • Develop and maintain relationships with executives’ contacts and contacts’ assistants to secure future meetings, calls and events using phone or Outlook email
  • Organize, restock, replenish and the conference rooms and break room daily
  • Perform other duties and responsibilities according to his position as needed
Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required to fulfill those duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Education & Experience:
  • High school diploma or GED required, associate’s degree or higher preferred
  • 3 to 5 years of experience with coordinating calendars, travels arrangements, expense reporting, office management, and administrative duties
Professional Qualities:
  • Proactively and effectively manage tasks and strict deadlines with independence
  • Ability to interact with executives, upper-level managers and external vendors
  • Must be able to multitask, problem solve, and implement innovative processes within a fast paced environment
  • Superior organizational and planning skills
  • Superior writing and verbal communication skills, particularly technical report writing skills 
Computer Skills:
  • Must be able to demonstrate computer proficiency, especially with Microsoft Excel, Outlook calendar, Word and Power Point and other PC based programs
Work Environment & Physical Demands:
  • The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Must be comfortable spending large periods of time speaking over the phone
  • The employee must occasionally lift and/or move up to 10 pounds
  • Specific vision abilities required by this job include ability to adjust focus, as necessary to use a computer
  • While performing the duties of this job, the employee is regularly required to talk or hear
  • The employee is frequently required to stand, walk and sit
Please submit your resume in PDF or Word format to be considered.
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