Executive Assistant
27 days ago
Houston
Job DescriptionJob Summary The Executive Assistant is responsible for ensuring that their assigned group has adequate support. The Executive Admin interacts daily with various customers, vendors, and all disciplines in the organization. JOB DUTIES/ResponsibilitieS • Organize and prepare business trips (domestic/international) for the department/location., • Order food deliveries for meetings and company events; assist with setup and cleanup, • Perform general office functions such as scanning, copying, mailing, and filing., • Perform I-9 verifications for new hires while coordinating with HR., • Review and perform first approval in Cleemy for expense reports., • Follow PR’s and PO’s for general purchasing, in collaboration with Procurement Team., • Review vendor/subcontractors’ invoices; order and manage office supplies., • Answer main line calls and greet visitors and vendors., • Arrange for mail and FedEx deliveries, including scheduling, claims, disputes, and issues as well as domestic/international shipments., • Manage ISO room storage, offsite storage, and archives., • Point of contact for building management communication and issues, including entering work tickets in the building management portal and coordinating items as they arise., • Process time sheets and other internal documents., • Create and update SAP quotes, projects, and purchase orders., • Goods reception in SAP, • Coordinate with Project Managers and Finance Team to prepare invoices, • Maintain and improve the documentation pertaining to project management in SAP, • Perform document control tasks for licensing or equipment projects, if need be., • Assist with onboarding setup and offboarding for employees, contractors & visitors., • Assist with PowerPoint presentations and other projects as needed., • In charge of following the maintenance and cleaning of the company apartments, • Performs other duties as assigned by supervisor.Education, • High School diploma or equivalent required.Work Experience, • 2-4 years’ experience in a similar role required.Required SKILLS/ABILITIES, • Demonstrated ability in areas of time management/organizational skills, • Capability to prioritize tasks as well as seek guidance when conflicts arise., • Proficiency in the use of all Microsoft Office tools, including Word and Excel., • SAP (or similar ERP system) experience a plus., • Ability to maintain good working relationships in a multi-cultural office environment., • Experience dealing directly with customers., • Take responsibility for the sustainability of Axens and ensuring quality performance, • Report any and all quality related issues or non-conformities to your manager, • Maintain awareness, proactively participate and support all Axens policies for quality management, • Assist in the continual improvement of an effective Integrated Management System complying with the requirements of ISO 9001:2015, • Take responsibility for the health and safety of self and others, • Report any and all health and safety incidents to your manager, • Maintain awareness, proactively participate and support all Axens policies and objectives regarding health and safety, • Assist in the continual improvement of an effective Integrated Management System complying with the requirements of ISO 45001:2018, • Take responsibility for the sustainability of Axens and protecting the environment, • Report any and all environmental concerns or incidents to your manager, • Maintain awareness, proactively participate and support all Axens policies regarding environmental protection, • Assist in the continual improvement of an effective Integrated Management System complying with the requirements of ISO 14001:2015, • Assist in achieving Site, Departmental, Regional and Global Environmental Management Program goals and objectives