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Executive Assistant (Houston) at Maana
Houston, TX, US

The Executive Assistant will support VPs by performing a number of administrative duties including include guest services, receiving visitors, mail services, meeting and location services, scheduling travel, general office cleaning and care. The Executive Assistant will also research handling information requests, arranging conference calls and scheduling meetings. The Executive Assistant will enhance executive’s effectiveness by providing information management support and representing executives to others.

 

Essential Functions

  • Provides administrative support to VP Customer Operations ad VP of Sales as needed to include travel and scheduling.
  • Work closely with the executives to keep them well informed of upcoming commitments and responsibilities
  • Maintains neat appearance of reception area, conference rooms, kitchens and other common areas. Performs general clerical duties associated with distributing packages and mail as required. Orders office supplies and other common use items for the location, such as coffee supplies, snacks and drinks, equipment toner, printer paper, freight and shipping supplies etc.
  • Follows security procedures for recording guests, suppliers and other visitors, and champions safety culture and compliance internally and externally. Maintains process for access card keys; obtaining, assignment, maintenance.
  • Manages confidential communications and business files as require. Manages NDA completion and compliance report preparation.
  • Helps with onboarding of Maana resources - in coordination with HR and hiring manager to include requests for office space, badges, access and introductions. Follow up on IT-related issues.
  • Coordinates catering for meetings and events such as lunch and learn or promotional events inside customer organizations. May negotiate pricing and menus. 
  • Create and format letters, itineraries, spreadsheets and presentations as needed.
  • Liase with customer contacts on issues such as office ergonomics and HSE compliance.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Required Experience and Skills

  • Minimum 2 years of relevant experience, preferably in the oil and gas industry.
  • Proficient in Microsoft Office (Outlook, Word, Excel and Power Point), Adobe Acrobat.
  • Strong organization skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Demonstrate a high-level of customer service. Very strong interpersonal skills and the ability the build relationships with stakeholders, including staff, board members and external partners and proven ability to handle confidential information with discretion
  • Expert level written and verbal communication skills
  • Proactive approach to problem-solving with strong decision-making capability

 

Preferred Education and Experience

  • Bachelor’s degree preferred
  • 5-10 years of experience supporting VP level executives
  • Apple OS experience a plus.
  • Basic understanding of oil and gas processes and industry culture including safety culture and operational excellence.

 

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

 

All Applicants must be currently authorized to work' in the United States on a full-time basis as Maana does not provide Visa Sponsorship at this time.

 

AAP/EEO Statement

Maana provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Maana complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training