Description
Streamline Innovations, Inc. is seeking a highly motivated and detail-oriented Executive Assistant for its San Antonio, TX office. The Executive Assistant will support our CEO and other assigned leadership staff. The ideal candidate will be mid-level with experience in a related role, capable of handling a variety of administrative tasks with efficiency and professionalism. This role is critical in ensuring the smooth operation of the executive office and contributing to the overall success of Streamline Innovations.
Duties and Responsibilities
- Provides comprehensive administrative support and assistance to the CEO and other assigned leadership staff, ensuring a professional and efficient executive office environment.
- Serve as the primary point of contact for internal and external communications, managing emails, phone calls, and correspondence on behalf of the CEO, reviewing contents to determine importance, and summarizing and/or distributing them to appropriate staff.
- Prepare agendas, take minutes, and follow up on action items for executive meetings. Ensure the CEO is well-prepared for all engagements.
- Draft, review, and edit documents, presentations, and reports. Maintain organized electronic and physical filing systems.
- Comprehensive management of calendars, scheduling meetings, and coordinating travel arrangements including hotel and flight bookings.
- Coordinate and plan meetings and lunches.
- Build and maintain positive relationships with stakeholders, including clients, partners, and team members.
- Act as a gatekeeper by rerouting employee requests and tasks that can be handled independently to ensure the executive's focus remains on critical matters.
- Screen and prioritize emails, phone calls, and other communications, responding on behalf of the executive when appropriate.
- Handle additional tasks and projects as assigned, demonstrating a willingness to help, flexibility, and adaptability.
- Perform office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
- Performs additional or related duties as assigned.
Requirements
Required:
- High school diploma or equivalent.
- At least 4 years of related work experience.
- Extremely proficient with Microsoft Office Suite or similar software, with the ability to learn new or updated software.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Ability to handle sensitive information with discretion and confidentiality.
- Proactive problem-solving skills and a high level of attention to detail.
- Ability to work independently and as part of a team in a fast-paced environment.
- Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
- Ability to type a minimum of 50 WPM.
- Professional demeanor and appearance.
- High degree of initiative and willingness to go above and beyond.
- Strong interpersonal skills and the ability to build relationships at all levels of the organization.
- Flexible and adaptable to changing priorities and demands.
- Assertive yet respectful approach to ensuring the executive stays on track and efficiently managing other employees' requests.
- Trustworthy and able to maintain a high level of discretion and confidentiality.
Preferred:
- Bachelor's degree in Business Administration, Management, or a related field.
- Mid-level experience preferred, with at least 3-5 years in an Executive Assistant or similar role.
- Experience within the oil and gas industry.
- Comfortable with Boards (teams of executives or similar).
Work Environment
- Controlled office environment
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 25 lbs or more at times.
- Travel as needed.
- Must be able to push, pull, and lift up to 25 lbs or more at times.
Benefits
- Salary Exempt
- Unlimited PTO
- Paid Holidays
- Health Insurance
- 401(k) Retirement Plan with an Employer Match
- $100/month Cellphone Allowance
- Stock Options
