Executive Assistant And Office Manager (Dual Role)

Position Summary: This role is a dual role which consists of responsibilities that align with both an Executive Assistant and an Office Manager.
The Executive Assistant provides high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.
The Office Manager will oversee the general administrative function and activities of the office.
Executive Assistant – Essential Duties and Responsibilities:To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Type reports, memos, letters, and other documents using word relevant computer software.
• Record, type and distribute meeting minutes.
• Make travel arrangements for executives.
• Greet visitors and determine whether they should be given access to specific individuals.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• Answer phone calls and direct calls to appropriate parties or take messages.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Office Manager – Essential Duties and Responsibilities:To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist in coordinating logistics for company events, such as staff meetings and lunches, to ensure they run smoothly and efficiently.
• Coordinates activities of various clerical departments or workers within department.
• Prepares activities reports for guidance of management.
• Researches and develops resources that create timely and efficient workflow.
• Create and foster a positive company culture through the creation of a positive, clean environment
• Plans office layout, develops office budget, and initiates cost reduction programs.
• Analyzes and organizes office operations and procedures such as personnel, information management, filing systems, requisition of supplies, and other clerical services.
• Maximizes office productivity through proficient use of appropriate software applications.
• Maintains contact with customers and outside vendors, whenever necessary
• Establishes uniform correspondence procedures and style practices.
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Reviews clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Maintain an organized office environment, including kitchen area, to ensure a tidy and functional workspace.

Requirements
Competencies:To perform the job successfully, an individual should demonstrate the following.

• Dependability - Commits to doing the best job possible. Follows instruction. Keeps commitments. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Takes responsibility for own actions.
• Adaptability - Accepts criticism and feedback. Adapts to changes in the work environment. Changes approach or method to best fit the situation. Manages competing demands.
• Communications - Exhibits good listening and comprehension. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.
• Problem Solving - Develops alternative solutions. Gathers and analyzes information skillfully. Identifies problems in a timely manner. Resolves problems in early stages. Works well in group problem solving situations.
• Customer Service - Displays courtesy and sensitivity. Manages difficult or emotional customer situations, whenever engaged with a customer. Meets commitments. Responds promptly to customer needs. Solicits customer feedback to improve service.
• Quality - Fosters quality focus in others. Improves processes. Measures key outcomes. Sets clear quality requirements. Solicits and applies customer feedback.
• Planning & Organization - Integrates changes smoothly. Plans for additional resources. Prioritizes and plans work activities. Sets goals and objectives. Uses time efficiently. Works in an organized manner.
• Use of Technology - Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.
• Cooperation - Displays positive outlook and pleasant manner. Establishes and maintains effective relations. Exhibits tact and consideration. Offers assistance and support to co-workers. Works actively to resolve conflicts. Works cooperatively in group situations.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education/Experience: Bachelor's degree from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.
Reasoning Ability: Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.
Computer Skills: Proficient with MS Office Suite
Physical Demands: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.
While performing the duties of this job, the employee is regularly required to sit. The employee is occasionally required to stand and walk. The employee must be able to occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.
Benefits
Compensation

• $20-$30/hr+ commensurate with experience

Benefits (Available After 60 Days Of Employment)

• Paid Sick Leave
• Flex Spending Account
• Medical Insurance
• 401(k) plan + employer match
• Dental Insurance
• Paid Time Off
• Vision Insurance

Training Schedule

• Additional training provided as needed
• One-on-One training in Houston, Texas office location for first 60 days