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Executive Assistant | Public Company | BOD Support

Date Posted: Nov 15
Type: Permanent
Wage: $90,000-100,000 DOE
Job Number: 5036
Location: The Woodlands, TX

TITLE: Executive Assistant | Public Company | BOD Support

CLIENT: Energy Company

LOCATION: Houston, Texas (North Houston)

TYPE: Permanent

SALARY: $90,000-100,000 DOE

SUMMARY:
• NOTE: The Executive Assistant must have at least 5+ years working for a public company supporting the CEO and/or and C-level executive management team
• Must have experience supporting the board of directors of a public company
• Leverage exceptional writing skills and corporate management duties for the company CEO such as writing, and preparing scripts, talking points, and media communications support
• Drafts, writes, edits, and prepares communications on behalf of the CEO and executive management team
• In-charge of managing CEO calendar for appointment booking; scheduling travel plans; preparing specific reports
• Facilitates clear communications on behalf of the CEO with different management levels to deliver messages clearly and accurately
• Confidentiality handles numerous topics on behalf of the CEO or company
• Coordinates market strategy meetings and market research projects as well as PowerPoint presentations for shareholder meetings
• Provides board-of-director coordination, communicating directly with members of the board on travel, board meeting planning, board material sharing
• Collaborate with department heads on event marketing strategy meetings for conferences, board meetings, budget reports, and industry tradeshows

DUTIES:
• Provide highly detailed administrative support to the CEO while also respecting confidential matters
• In conjunction with internal communications department, coordinate executive communications, including drafting, editing, and formatting correspondence and documents
• Responsible for heavy calendar management including the coordination of complex management meetings, calendar invites, room scheduling, lunch catering/external meals request and scheduling conference calls
• Plan, coordinate and book complex international and domestic travel arrangements
• Liaise and coordinate with high-level corporate individuals of company counterparties and other business transactions
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• File and retrieve corporate documents, records, and reports
• Prepare and maintain expense reports, and budget reports
• Open, sort and distribute incoming correspondence, including faxes and email
• May attend Senior Management Team meetings or other company shareholder meetings for minute-taking, facilitation support
• May provide leadership or coaching to lower-level administrative staff within the company
• Communicates with members of board of directors and/or their assistants/delegates in the scheduling, calendar management and board material sharing related to board meetings (quarterly)
• Ensures timely and confidential communication between the board and the CEO and other company Executives on various topics
• Follows up on topics and action items resulting from quarterly board and committee meetings
• In conjunction with other internal teams, ensures board meetings run smoothly: IT equipment testing, meal ordering, reservations for transportation, travel, and external meals
• Compiles information and assists in the preparation of Board slides and presentations
• Supports the timely submission and/or maintenance of board materials within board technology tool (Diligent)
• Handles complex issues and problems and refers only the most complex issues to higher-level staff

REQUIREMENTS:
• 5+ years’ experience supporting a CEO of a public company
• 3+ years’ experience in supporting the board of directors of a public company
• 3+ Years’ experience with complex travel arrangements
• Proficient in Microsoft Office, Project, PowerPoint, Excel, MS Teams, Zoom, etc.
• Experience with board documentation technology tools is preferred (i.e. Diligent Board Books)
• SAP working knowledge is preferred including Concur Expense Reporting tools
• Working knowledge of public company board workings (governance, cadence, materials).

EDUCATION:
• Bachelor’s degree in Business, Communications, English, Journalism, PR, Marketing, or related field

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