Administrative Assistant

Responsibilities

• Expense reports (prepare, reconcile, submit) – except for CEO’s.
• Run monthly travel card report and distribute to travel card holders (Houston office only).
• Entering CEO contacts (new contacts, updating contacts, etc.) – also other executives and team members.
• Invoice scanning to Accounts Payable.
• Mailing – open, distribute to appropriate individuals/groups.
• Manage the Shaw Info inbox - send to appropriate individual/group, etc.
• Manage the breakroom (coffee, cold drinks, stocking, ordering, cleaning, etc.).
• Running errands – FedEx, UPS, post office, office supply store, Wal-Mart, getting lunch, etc.
• Maintain conference rooms.
• Manage office supplies, copier supplies, etc.
• Aid with special projects and events.
• Travel arrangements.
• Point of contact for service requests for Building management (access badges, maintenance, etc.).
• Support Houston team as requested.
• Manage the Shaw Main Number (answer calls, direct callers to the appropriate person/group).

Requirements

• Typically has 1-4 years’ relevant experience.
• Microsoft Suite (Microsoft Excel emphasis).
• Excellent organizational and clerical skills.
• Excellent written and verbal communication skills.

Qualifications

Duties and tasks range from standardized to frequently routine. Resolves most routine to moderately complex questions and refers the most complex to higher levels.