Executive Assistant

Airswift is currently seeking an Executive Assistant to join our client’s team in Houston, TX, on an initial 1- year contract.

SUMMARY OF THE ROLE 

The Executive Assistant works closely with and supports the SVP Engineering & Construction, as well as other senior members of the E&C team.  Responsible for coordinating schedules, meetings, appointments and travel arrangements; acts as a key point of contact in organizing project administration efforts, supports the wider E&C team, as well as other tasks and responsibilities that may be required. 

KEY RESPONSIBILITIES:

• Manage and maintain SVP's schedules, appointments, reservations, and travel arrangements 
• Manage credit cards, all travel and account memberships, and expense reports 
• Support for SVP and Direct Reports:
• Communications – type letters, memos, emails, presentations, etc. 
• Manage Calendar, Contacts, and Email Distribution Lists 
• Prepare Expense Reports 
• Book Travel both Domestically and Internationally (i.e., handling Visas) 
• Recording, transcribing and distributing notes/minutes of meetings 
• Serve as liaison with internal staff at all levels 
• Personal errands as required
• Team Support:
• Support and assist with drafting, organizing, editing and preparing reports/documents
• Maintain Contact Lists 
• Coordinate meetings including scheduling, planning logistics, maintaining participant attendance, content preparation, communications, and overseeing other meeting details 
• Send Meeting Notices with agendas 
• Assist with Communications 
• Assist with booking travel for SVP’s direct reports as needed 
• Maintain lists of accreditations for the E&C team (e.g. Professional Engineers)
• Work with counterparts in Bechtel for coordination on meetings, travel, team events etc.
• Support for the E&C project office – maintaining supplies, seating plans etc.
• Plan and coordinate team building events and team-wide status meetings
• Coordinate with admins in other locations and departments (e.g. E&C Site Admin and other functions)
• Support and expedite approvals (e.g. the SC or Contracts items)
• Calendar/Travel:
• Update Calendars (Team, Leadership, etc.): schedule Meetings for SVP/ Direct Reports & Location, Attendees, F&B, Dinner Reservations, A/V, etc. 
• Manage/Update Travel Profiles: ensure employee information is kept current, book travel for team members as needed & assist with Visa & Passport processing 

MINIMUM REQUIREMENTS:

• 7+ years' experience supporting executives
• Proficient with Microsoft Office
• Excellent written and verbal communication skills
• Experience working with global teams across multiple time zones and multiple languages.
• Excellent organizational, problem-solving and follow-up skills, and the ability to effectively handle multiple priorities while working under little supervision 
• Event planning experience (dinners/parties business cultivation gatherings, branding, budget, internal and external communication)
• Proven ability to create/edit and coordinate the development and implementation of internal and external communications including e-mails, letters, and memorandums 
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service. 

PREFERRED QUALIFICATIONS:

• Bachelor's degree
• Prior experience in construction / O&G project environments would be preferred