| Exterran USA Jobs | | | Exterran Eastern Hemisphere Jobs |
| Executive Assistant Senior | ||||||||||||||||||||||||
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| Job Description | ||||||||||||||||||||||||
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Reports to: President & CEO, CFO and CHRO Overview: Performs advanced, diversified and confidential support to the President & CEO, CFO and CHRO. Handles all day-to- day details and issues that can be delegated to this role including but not limited to travel, conference calls, meeting materials and presentation support. Maximizes executives’ time by screening and making decisions about who receives access and their priority. Serves as a liaison to the Board of Directors, employees and all levels of management. Serves as a mentor to administrative assistants. Provides advanced level support to assigned executives. Prepares review /analysis of documents and reports and provides summary and/or deviations to facilitate executive review. (~15%) Maintains and coordinates calendars and schedules appointments. Assists with virtual meetings and ensures that technology is working appropriately. Plans, coordinates and makes arrangements for on-site and off-site meetings conferences and special events. Coordinates all logistics to support all Project Management, Executive Leadership Team and Senior Leadership Team meetings and events. Coordinates logistical details for investor meetings and roadshows. Coordinates scheduling, travel for attendees, meeting materials, AV and catering arrangements. Ensures accurate and timely communication to involved parties. (~25%) Prepares documents, correspondence, presentations and conducts research and prepares reports that influence company policy. Edits and proofs for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Compiles, copies, binds or coordinates outsourcing of production. Distributes as appropriate in a timely manner. Maintains organized computer and/or hard copy files for easy identification and retrieval. (~15%) Collects, compiles and reviews complex data and information for inclusion in reports and presentation materials. Enters data from various sources to maintain and update various databases. Ensures data integrity by verifying input and calculations. (~10%) Processes forms and prepares standard and customized periodic reports including expense reports. (~10%) Coordinates a high volume of inquiries, mail, emails, incoming calls and meeting invitations for the executives. Preserves executives’ time by screening telephone calls and assisting others by furnishing information and helping with problem resolution. Determines the most appropriate way (call, email, or meeting) to connect with the executive. Answers questions via phone or email and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner. (~10%) Facilitates visits from customers and guests. (~5%) Coordinates the purchase of executive office and meeting room supplies. (~5%) Facilitates networking and project meetings with administrative staff reporting to other functional areas. (~5%)
Non-Essential Duties: Performs other duties and special projects as assigned.
All employees shall be in compliance with the Archrock Health Safety and Environmental Policy and local, statutory and/or regulatory requirements at all times. |
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| Skills/Requirements | ||||||||||||||||||||||||
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Skills and Abilities: Ability to: - perform all essential duties with the highest level of professionalism - demonstrate attention to details and high quality work
- independently and consistently compose correspondence, documents, presentations and reports with a high level of accuracy and attention to detail and good grammar - independently analyze facts or transactions to resolve problems and to determine action to be taken within the limits of standard practice - work in a fast-paced environment, to handle multiple competing tasks and demands and to work effectively with interruptions - demonstrate excellent interpersonal and telephone communication abilities to handle sensitive and confidential situations and to inspire trust - demonstrate effective and professional interpersonal, verbal and written communication skills with good grammar - demonstrate excellent organizational, planning, time management and judgement to determine priorities - demonstrate project planning skills with a track record of successful project completion - demonstrate resourcefulness in accomplishing work tasks and in obtaining needed information with minimal supervision - take on special projects as assigned - work as needed outside of normal working hours to support critical deadlines Proficiency with: - multi-line phone and voicemail - advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook
Knowledge: - Knowledge of organization policies and procedures and a detailed knowledge of the departments supported
Minimum Education and Certification: - Bachelor’s degree preferred
Minimum Experience: - Typically at least seven years of experience as an administrative assistant / secretary - Experience in coordinating people, projects and events - Experience with upper level management - Experience supporting more than one manager - Experience in working in a fast-paced environment
Leadership: - Expected to serve as a resource to others for knowledge transfer, training and checking work - Serves as a mentor to other administrative staff
Physical Demands: (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions) - Regularly required to stand, walk, and bend, use hands to finger, handle or feel and reach with hands and arms - Regularly required to sit, use PC and talk or hear - Vision abilities include close vision, distance vision, color vision, and the ability to adjust focus - Regularly required to lift, move and carry up to 10 pounds
Problem Solving and Innovation: - Most assignments regularly require problem identification and resolution - Recommends solutions to non-recurring problems by reviewing, interpreting and evaluating various precedents and data - Anticipates and proactively solves moderately complex problems - Expected to regularly recommend and implement methods and procedures to improve efficiency within scope of role
Impact: - Attention to detail is critical and potential errors may be significant if management makes decisions on erroneous documents - Requires excellent judgement and exercises appropriate caution to comply with confidentiality and code of conduct policies
This job description is a summary of essential job functions. It is not intended as an employment contract, nor is it intended to describe all duties someone in this position may perform. All employees are expected to perform tasks, as assigned by supervisor, regardless of job title or routine job duties. |
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