Executive Assistant Job at Headworks International in Houston

Join to apply for the Executive Assistant role at Headworks International.

REPORTS TO: CEO and SVP.

Summary

This position is responsible for a variety of administrative and clerical duties, performing and coordinating office administrative duties, and storing, retrieving, and integrating information to support the CEO and SVP.

Essential Functions

• Manage incoming correspondence, including telephone call screening and occasional email management.
• Clerical support to CEO and SVP (organize and maintain paper and electronic files).
• Dictaphone transcription for SVP.
• Travel arrangements for the CEO and SVP (both domestic and international flights, hotels, transportation) including itinerary, meeting coordination and planning.
• Heavy contact management in CRM database (PipelinerCRM).
• Planning and scheduling internal meetings, external conference calls, and web‑based presentations.
• Follow up on conferences and trade show leads created by SVP (mailings, databank updates, etc.).
• Run various weekly reports for CEO and SVP. Follow up on required report updates through various staff members.
• Special internal and external event planning and coordination.
• Handle personal/private tasks for CEO and SVP.
• Backup support for receptionist on telephone overflow.
• Support Marketing/Communications. Arrange regional trade show participation (posters, handouts, hotel booking, booth reservation, display stands, etc.).
• Highest level of proficiency in business correspondence.
• Handle day‑to‑day affairs of the Austrian Consulate (manage visa applications, inquiries, organize support for Austrians in an emergency situation).

Requirements

QUALIFICATIONS:

• Minimum two years of experience supporting executive management.
• Bachelor's degree required; preference for Business or similar field.
• Ability to organize and communicate effectively with executive management and employees.
• Exceptional experience in proofreading, grammar, and typing skills.
• Adept with using Dictaphone and transcribing.
• High level computer knowledge of various software applications to perform functions as required, including latest versions of Excel, PowerPoint, Word, Adobe Acrobat.
• Knowledge of and experience with CRM tools.

Job Requirements

On a regular and continuous basis, this position will exercise administrative judgment and assume responsibility for decisions, consequences, and results having an impact on people, costs, and/or quality of service within the functional area. It is important for this position to use discretion, good judgment, organizational or management ability, initiative, and be able to work independently. Personal tasks will be assigned on a routine basis as part of the regular job duties.

Benefits

Headworks offers exposure to best‑in‑class technologies, ongoing career development and advancement potential, and competitive compensation. The company is frequently acknowledged by the Houston Business Journal as one of the top businesses in Houston to work for. We offer a 4.5‑day workweek and semi‑flexible schedule, with our office closing around noon on Fridays.