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Executive Assistant - Texas First Rentals

Description

The Executive Assistant provides varied, complex, and confidential secretarial and office administrative assistance to the Sr. Vice President/GM Texas First Rentals. The individual acts as a liaison with other departments, staff, and outside agencies; greets and directs visitors while projecting professionalism and maintaining a positive attitude.

The candidate for this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.

Essential Functions

Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission
Schedules, coordinates, communicates, and verifies all calendar appointments and travel arrangements for the Sr. Vice President and, as needed, his direct reports, to optimize and prioritize time and availability
Compiles and submits expense reports for the Sr. Vice President and, as needed, his direct reports, including gathering required documentation, ensuring policy compliance, and timely submission to Accounting
Provides administrative support to the Sr. Vice President’s direct reports, as directed, including coordinating recurring meetings, preparing agendas/materials, tracking action items, and assisting with follow-up communication
Compiles, processes, verifies, and distributes all written and verbal communications and correspondence for the Sr. Vice President so that key information is provided in a clear, accurate and timely manner to all affected stakeholders
Acts as a liaison between the Sr. Vice President’s direct reports and internal/external stakeholders by routing requests, clarifying priorities, and ensuring timely responses and appropriate escalation
Supports direct reports with administrative coordination, as directed, including coordination of required training, travel, and business-related documentation
Classifies, monitors, and maintains file records for the Sr. Vice President so that records and correspondence are easily retrieved and available for future reference and use; prepare reports as directed
Establishes and maintains positive working relationships with all internal and external stakeholders to produce effective outcomes for the Sr. Vice President and align with the core business values
Responds to inquiries on the telephone and in person; responds to requests from internal and external sources; provides information using regulations, policies and procedures relating to assigned responsibilities
Must be able to work with the business to collect and maintain corporate information; collaborate and support the operational team with various matters including preparation and submission of bids, address and engage other customer facing needs
Maintains office supplies inventory by checking stock to determine the inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
Plan, order, receive, and/or pick up refreshments for on-site and off-site meetings, while ensuring meeting rooms are clean and clutter free
Performs ad hoc project-related duties as requested
Assists other departments with unrelated and related tasks
Requires regular and punctual employee attendance
Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
Performs other duties as assigned

Knowledge, Skills, and Abilities

Strong computer and software/application skills to include MS Office Suite
Thorough and meticulous with attention to detail
Strong data analysis, research, and problem-solving skills
Proactive initiative to take on work not assigned
Excellent communication and interpersonal skills to establish working relationships with multiple departments and various levels of the organization
Excellent organizational, multi-tasking, and time management skills, deadline oriented
Understand written sentences and paragraphs in work related documents, and communicates effectively in writing as appropriate for the needs of the audience
Adept at handling confidential and sensitive matters and materials
Critical thinking skills: using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
Possess a high level of integrity, maintain discretion, confidentiality, sensitive matters, and materials
Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
Ability to deal with ambiguous situations
Ability to work independently and within a team in a fast-paced, high volume environment with emphasis on accuracy and timeliness
Ability to listen to and understand information and ideas presented through spoken words and sentences

Requirements

Education and Experience:

High school diploma or equivalent required, with some college coursework preferred
Six years of related experience required, eight or more preferred

Supervisory Responsibilities:

None

Travel:

Up to 5% travel may be expected
Valid driver’s license

Physical Requirements:

This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc.
This role frequently communicates with others, must be able to exchange accurate information in these situations
This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines

Work Environment:

This job is generally performed in a professional office; in environmentally controlled conditions, operating computer, manual dexterity, talking, hearing, and repetitive motion
Frequently works at a fast-pace with unscheduled interruptions
Maintains a professional dress attire and demeanor

Disclaimer:

Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.