Executive Assistant
Adobe
full-time
Posted on:
Location Type: Office
Location: Houston • Texas • United States
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About the role
- Complete a broad variety of administrative tasks for the Vestas Executive Leadership team and guests; including and not limited to managing an active calendar of appointments; composing and preparing correspondence that is sometimes highly confidential; arranging travel plans, itineraries, expense reporting, and agendas; and compiling documents for travel-related meetings.
- Organizing meetings will include booking conference rooms, ordering and setup meals, cleanup, take and distribute minutes from meetings when requested.
- Assist with new vendor set-up, create purchase requisitions for POs as requested.
- Assist with managing calendars, including scheduling meetings, travel arrangements, and expense reports.
- Provide back-up support to the Executive Operations Manager and assist the President as requested.
- Assist in completing expense reports for several Vestas Executive Leadership team as requested.
- Coordinate and manage the logistics for important customer visits, including meeting room setup, hospitality arrangements, and maintaining long-term relationships through effective communication and reliable service.
- Process confidential and critical information on a routine basis with discretion, support with documents and presentations, and cross-functional work in support of team needs.
- Create high level and dynamic presentations (PowerPoint), spreadsheets, etc. as requested.
- Support creation, coordination, and development of attendees, logistics, and execution of yearly events calendar.
- Plan and organize social events, celebrations, and team-building activities to promote a positive and collaborative work environment.
- Keep a watch for any unsafe conditions and if needed, take immediate action to make it safe for everyone.
- Provide back-up support to the receptionist as requested.
- Serve as the visible face of the company to important customers and visitors, conducting tours and introducing them to key staff members.
- Greet visitors, handle their inquiries, and ensure they have a positive and professional experience from the moment they arrive.
- Receive new employees and assist them with various tasks including and not limited to ordering equipment as requested, building access badges, parking, escorting them to their assigned floor/neighborhood, office tour to include first-aid area, and the stairwells for emergencies.
- Sort all the incoming mail and packages to the appropriate person or department.
- Provide daily mail services support to all employees including and not limited to express shipping labels, USPS registered mail, international mail, postage, and packaging.
- Maintain the supply area organized, clean, and fully stocked with mail and office supplies.
- And all other duties as assigned.
Requirements
- High School diploma or equivalent; bachelor's degree.
- Ten (10) years of previous administrative experience.
- Intermediate to advanced skills with Microsoft Office (Excel, Word, PowerPoint, and Outlook).
- Concur, SAP, and/or Ariba are a plus.
- Skilled in writing, editing, proofreading, and verbal communication.
- Ability to manage multiple competing and complex priorities.
- Demonstrated commitment to regular, reliable onsite attendance five days per week, with a high standard of punctuality and reliability.
- Effective interpersonal skills, highly organized, and detail oriented.
- Work with minimal direction and be able to exercise judgment, creativity, and a methodological approach.
- Ability to constructively manage conflicts.
- Must have the ability to adjust style to different cultures and backgrounds.
- Demonstrated ability to manage multiple, simultaneous, complex tasks and to meet deadlines.
- Keen interest in learning new skills and knowledge.
- Commitment to producing quality work.
Benefits
- Dynamic and expanding organization that supports Vestas across the value chain.
- Leadership team is experienced and provides a positive work environment for growth and development.
- Commitment to a fair hiring process.
- CCPA Notice for California Applicants
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
administrative taskscalendar managementexpense reportingtravel arrangementspresentation creationdocument preparationmeeting organizationvendor set-uppurchase requisitionsmail services support
Soft Skills
effective communicationinterpersonal skillsorganizational skillsdetail orientedconflict managementreliabilitypunctualitycreativitymethodological approachability to manage priorities
Certifications
High School diplomabachelor's degree