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Personal Assistant
Summary
Title:Personal Assistant
ID:1009
Department:Operations
Location:Houston, TX
Description

Essential Duties and Responsibilities

 

  • Maintains a core schedule as set by the Sr. EA, including regular attendance and punctuality and availability after regular hours and occasionally on weekends
  • Successfully completes critical aspects of clerical duties that include creating complex spreadsheets involving analysis, copying, faxing, shipping/receiving, scanning, filing and other tasks that facilitate the CEO's ability to effectively lead the company
  • Distributes company wide documents
  • Sets travel arrangements 
    • Ability to work after hours for travel arrangement emergencies
  • Assists in coordination of company based events
  • Manages business and personal calendar
  • Manages record keeping and expense reports
  • Sets up and coordinates meetings and conferences 
  • Organizes and keep track of documents in home and business offices
  • Runs errands and executes special requests
  • Answers telephones and emails
  • Receives and sends mail and packages
  • Adheres to the policies and procedures of cPanel
  • Exemplifies the Core Values of Integrity, Respect, Collaboration, and Follow-Through

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • Discretion — able to exercise good judgment and maintain confidentiality of sensitive information
  • Oral Communication - able to speak clearly and effectively in positive or negative situations
  • Written Communication - able to communicate effectively in all written work, utilizing proper grammar, spelling, and punctuation
  • Time Management - able to use time effectively in an unsupervised fashion, pursuing other activities when regular duties have reduced volume; able to complete projects in a timely manner
  • Planning/Organizing skills - able to prioritize work activities, use time efficiently, plan, organize and work through large projects in a self-motivated manner
  • Adaptability - able to adapt to changes in the work environment, manage competing demands and able to deal with frequent change, delays or unexpected events
  • Problem solving skills - able to identify and resolve problems in a timely manner, gather and analyze information skillfully; able to apply independent judgment on regular basis in making decisions
  • Interpersonal skills - able to interact with co-workers, customers and vendors in professional and effective manner
  • Computer knowledge - excellent IT skills, strong knowledge of word processing and spreadsheet software; strong knowledge of electronic communication systems; knowledge of Mac office products, including Pages and Numbers; knowledge of Microsoft Office products, including Excel and Word; able to navigate internet proficiently, strong knowledge of electronic communication systems
  • Education/Experience – High School diploma or equivalent
    • Two years of experience working in a fast paced office environment or as a personal assistant for an executive
    • Numeracy and literacy skills (ability to apply basic math concepts, common fractions, decimals, compute percentage and to calculate figures and amounts such as discounts.)
    • Two years of experience arranging and coordinating complex and detailed travel itineraries, both international and domestic
  • Travel - Occasional travel will be required
  • Texas Driver’s License - clean DMV record
    • Ability to drive/learn to drive a stick shift

Work Environment

  • Noise Level – Moderate
  • Environment - Office environment: Well-lit, ventilated.  Temperatures may vary; primarily constant.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

 

Specific abilities required by this job include:

  • Near vision and hearing
  • Ability to occasionally transport up to 30 pounds 
  • Ability to transport oneself as needed throughout the day
  • Ability to sit and use computer workstation, including keyboard and visual display terminal, for extended periods of time.
  • Ability to stand for long periods of time during conferences, trade shows, and/or other networking events
  • Manual dexterity (eye/hand coordination); repetitive arm/hand movements.

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