POSITION SUMMARY:

The primary responsibility of this role is to support the CEO/Executive Office logistics, and oversee Office Administration reporting to the Chief of Staff. Performs a wide range of administrative and office responsibilities to include calendar management, organization and coordination of office operations, procedures and resources to facilitate effectiveness and efficiency. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism, confidentiality, and discretion.

CEO/Executive Office Support:

• Provide accurate and efficient calendar management for CEO, including scheduling all internal/external appointments, meetings, calls, activities; prioritize requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

• Screen incoming correspondence (email, phone, mail, etc); take and deliver accurate messages; respond to routine inquiries, and refer to appropriate staff as necessary.

• Plan, coordinate and secure logistics for all meetings, travel, and activities, including daily collecting and preparing information for meetings with staff and outside parties (i.e., agendas, attendee bios, travel logistics, etc.)

• Coordinate internal team meetings, to include accommodations, set-up, A/V requirements, etc.

• Maintain accurate records in Outlook, to include meeting details and contact information.

• Prepares CEO expense reports and credit card reconciliation monthly.

• Handle matters proactively and expeditiously, with a high level of confidentiality and discretion.

• Discern issues and information to ensure the CEO is apprised immediately of urgent information.

• Maintain CEO stakeholder engagement processes through developing strong working relationships with internal and external constituents.

Executive Committee (EC) Support:

• Coordinate EC meeting calendar invites and logistics (A/V, meeting material prep, refreshments).

• Attend meetings, greet EC members, capture accurate minutes, track and follow-up on related action items.

Office Coordination/Reception:

• Greet visitors to the office, ensuring they are welcomed and connected with the appropriate POC.

• Process parking validations.

• Answer main phone line, responding to and/or routing calls.

• Handle mail sorting/distributing mail; record mailed investment checks in deposit register to support accounting process for segregation of duties.

• Oversee office operations and resources to ensure organization and effectiveness.

• Ensure admin support are prepared to serve as back-up resources for main phone line, distribution of daily mail, greeting visitors, parking validations, etc.

• Work with IT liaison to support IT/Tech items to include: OAH/RingCentral phone system (manage users and phone lines); handle key fob/security door system; workstation management, organization and cleanliness of tech assets.

• Office supply oversight: ensure respective admin POC manages supply inventory and items are ordered and replenished timely.

• Facilities management oversight: ensure respective admin POC maintains break room cleanliness; supply replenishment/timely restock; submits work orders/repairs for maintenance and escort vendors to troubleshoot issues.

Competency Statements

• Organized - Possessing the trait of being organized or following a systematic method of performing tasks effectively.

• Communication, Oral/Written - Ability to communicate effectively with others using the spoken word, and in writing clearly and concisely; interact with people of all levels in a confident, professional manner.

• Listening - Clearly receiving, interpreting, and understanding messages to translate into action.

• Problem Solving - Ability to identify and understand issues, problems, and opportunities; determine course of action and appropriate solutions.

• Energetic - Ability to work at a sustained pace and produce quality work and react with appropriate levels of urgency to situations and events that require quick response or turnaround.

• Time Management - Ability to utilize the available time to organize and complete work within given deadlines; complete a high volume of tasks with little or no guidance.

• Accountability - Ability to accept responsibility and account for his/her actions.

• Accuracy - Ability to perform work accurately and thoroughly.

• Detail Oriented - Ability to pay attention to the minute details of a project or task.

• Working Under Pressure - Ability to complete assigned tasks under stressful situations.

POSITION QUALIFICATIONS:

Experience:

• 2-4 years of related experience

• Proven track record in supporting an executive level position (VP, President/CEO)

Education : Bachelor's Degree in Business Administration or related field preferred. Relevant work experience may be considered in lieu of a degree.

Core Values : Must possess the ability to daily represent the organization’s core values: Be:Real, Be:Accountable, Be:Curious, Be:Purposeful, and Be:Courageous.

Computer Skills: Proficient PC skills, including MS Office365 (SharePoint, Teams, PowerPoint, Excel, Word, Outlook).

Certificates & Licenses: None.

Other Requirements : Valid Texas driver license.