Executive Assistant

Posted by XML LTD

Houston, LA

Permanent

The Executive Assistant is responsible for delivering strategic administrative support to the VP and General Managers. This role requires independent, proactive, and highly confidential support within a fast-changing, complex global environment. The incumbent must constantly evaluate priorities and manage frequent schedule adjustments with professional poise.

Key Responsibilities

Strategic Calendar Management: Maintain the VP's calendar with a long-term view, autonomously determining priorities when conflicts arise and consulting with senior leadership teams as necessary.
Communication & Screening: Read and screen high volumes of emails, utilizing professional judgment to track actions and ensure rapid, efficient responses.
Executive Liaison: Work closely with the VP to keep them informed of upcoming commitments and responsibilities, ensuring consistent follow-up on critical items.
Logistics & Travel: Arrange detailed and accurate international travel logistics, ensuring cost-effective and business-efficient arrangements.
Meeting Coordination: Plan and organize leadership team meetings, managing agendas, logistics, and attendance while logging and tracking progress against action items.
Financial Administration: Organize and process expense reports, ensuring all supporting documents and codes are accurate and compliant.
Process Improvement: Exercise judgment to manage workflow effectively, improving procedures and meeting demanding deadlines through innovative problem-solving.
Stakeholder Networking: Build and maintain a global network of contacts across the business to ensure an efficient working environment.

Requirements

Experience: Substantial proven experience as an Executive or Personal Assistant supporting senior leadership.
Communication: Full fluency in English is mandatory for global interaction.
Confidentiality: Exceptional ability to manage restricted and sensitive information with the highest degree of discretion.
Technical Proficiency: High level of PC literacy, including expert-level MS Office applications and the ability to quickly master new corporate software.
Adaptability: Comfortable working across diverse organizational boundaries, time zones, and cultures.
Attitude: A professional, flexible, and proactive mindset with the ability to work independently and under pressure.