Executive Assistant

Full job description

BiSN is seeking an Executive Assistant to provide administrative support and/or personal assistance to the CEO and high-level executives within our organization.

Duties and Responsibilities:

• Managing the executive’s schedule, appointments, and international and domestic travel arrangements. Must be able to accurately handle heavy calendar entries across multiple time zones. (Must have experience with this item).
• Screening and handling phone calls, emails, and other communications on behalf of the CEO.
• Organizing and coordinating international and domestic meetings, conferences, and events.
• Taking minutes during meetings and preparing reports and presentations.
• Conducting research and gathering information for decision-making purposes.
• Handling confidential and sensitive information with discretion.
• Managing office supplies and maintaining office organization.
• Assisting with budget management and expense tracking.
• Liaising with internal and external stakeholders, including clients and business partners.
• Supporting the executive with various tasks and projects as needed.
• Running personal and/or business errands as needed.
• Event planning as needed.

This executive assistant role is crucial in ensuring the smooth functioning of the CEO’s office and helping him focus on strategic tasks by handling administrative responsibilities efficiently. Strong organizational, communication, and problem-solving skills are essential for success in this role.

Required Skills/Abilities:

• Proven work experience as a Scheduling Coordinator or similar role including a calendar and accurately entering flights and appointments in various time zones throughout the world. (This skill is an absolute must**)
• Advanced proficiency in scheduling software
• Extensive experience with office software, including MS Word, Excel and Outlook
• Advanced knowledge of confirming and rescheduling appointments, as well as recordkeeping practices
• Experience in managing international travel bookings and arrangements.
• Expertise in keeping stakeholders informed of schedule changes and answering queries.
• Ability to coordinate meetings with venue availability.
• Maintain confidentiality of all sensitive and confidential issues.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently.
• Ability to exercise good judgment.

Education and Experience:

• High school diploma
• 4+ years of relevant experience.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

If you have a passion for organizational excellence, thrive in a fast-paced, dynamic environment and possess the skills and experience required, we encourage you to apply.

**Pay is based on experience.

Job Type:

• Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Ability to commute/relocate:

Houston, TX 77041: Reliably commute or planning to relocate before starting work (Required)
Work Location: In person

If you require alternative methods of application or screening, you must approach the employer directly to request this as Indeed is not responsible for the employer’s application process.