Executive Assistant

REPORTS TO:  CEO and SVP

SUMMARY:

This position is responsible for a variety of administrative and clerical duties, performing and coordinating office administrative duties, and storing, retrieving, and integrating information for the support to the CEO and SVP.

ESSENTIAL FUNCTIONS:

• Manage incoming correspondence, including telephone call screening, occasional email management
• Clerical support to CEO and SVP (Organize and maintain paper and electronic files).
• Dictaphone transcription for SVP.
• Travel arrangements for the CEO and SVP (both Domestic and international flights and hotels, transportation) incl. itinerary/meeting coordination and planning.
• Heavy contact management in CRM database (PipelinerCRM).
• Planning and scheduling internal meetings, external conference calls, and web based presentations.
• Follow up on conferences and trade show leads created by SVP (mailings, databank updates, etc.).
• Run various weekly reports for CEO and SVP. Follow up on required report updates through various staff members.
• Special internal and external event planning and coordination.
• Handle personal/private tasks for CEO and SVP
• Backup support for receptionist on telephone overflow.
• Support Marketing/Communications. Arrange regional trade show participation (posters, handouts, hotel booking, booth reservation, display stands, etc.).
• Highest level of proficiency in business correspondence.
• Handle day to day affairs of the Austrian Consulate (manage visa applications, inquiries, organize support for Austrians in an emergency situation).

QUALIFICATIONS:

German or Spanish speaking a plus but not required.

• Minimum two years of experience supporting Executive management.
• Bachelor degree required. Preference in Business or similar degree.
• Must have the ability to organize and communicate effectively with executive management and employees.
• Must have exceptional experience in proofreading, grammar and typing skills.
• Must be adept with using Dictaphone and transcribing.
• High level computer knowledge of various software applications to perform functions as required, including latest versions of Excel, PowerPoint, Word, Adobe Acrobat
• Must have knowledge of and experience with CRM tools.

JOB REQUIREMENTS:

On a regular and continuous basis, this position will exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area. It is important for this position to use discretion, good judgment, organizational or management ability, initiative, and be able to work independently.  Personal tasks will be assigned on a routine basis as part of the regular job duties.

What do our jobs offer?

Our job openings provide opportunities to be part of a team that provides award-winning, innovative technologies which clean the world's most precious resource – water! Headworks offers exposure to Best-in-Class technologies, on-going career development and advancement potential, and competitive compensation. The Company is frequently acknowledged by the Houston Business Journal as one of the top businesses in Houston to work for. If you are interested in being part of a team whose mission it is to improve and increase water resources around the world, come join us. We are one of the most diverse business environments in the United States as acknowledged by DiversityBusiness.Com and an equal opportunity employer. Headworks also offers a 4.5-day workweek and semi-flexible schedule, with our office closing around noon on Fridays!