Executive Assistant & Office Manager - Hybrid Schedule

About the role

This pivotal Executive Assistant role at Mansfield Energy demands exceptional critical thinking and the ability to navigate intricate, matrixed decision-making landscapes to provide unwavering support to C-level and VP executives. You will be entrusted with sensitive and confidential information, serving as the gatekeeper for incoming and outgoing communications on behalf of our executives. Responsibilities include exercising sound judgment to make authorized business decisions, reading and routing correspondence, and meticulously recording meeting notes when executives are unavailable. Your direct correspondence will span internal leadership, managers, vendors, customers, and partners.

Responsibilities

Meeting & Calendar Management

• Maintain an active and meticulously organized calendar for appointments, meetings, conferences, and events.
• Expertly organize and schedule meetings, telephone/video conferences, and industry events.
• Compile essential documents for both local and travel-related meetings, ensuring seamless preparation.
• Facilitate executive access and approval for meetings and office resources.
• Prepare and provide necessary reports and notes before routine meetings to ensure productive discussions.
• Represent the executive at meetings in their absence, aligning with their needs and priorities.
• Collect and distribute meeting agendas as required, ensuring objectives are met.
• Ensure the presence of all required attendees for executive meetings.

Travel & Expense Management

• Plan and execute all travel arrangements for executives and occasionally for other team members.
• Organize travel plans, itineraries, and agendas, including coordination of corporate jet travel, transportation, lodging, and meeting accommodations.
• Register executives and team members for industry events and create comprehensive group travel plans.
• Prepare AFE (Approval for Expense) forms for executive approval, ensuring efficient expense management.
• Compile and manage executive expense reports for reimbursement.
• Administer executive credit card reconciliation to maintain financial accuracy.
• Process and approve expense reports for the executive’s direct reports, with strict compliance monitoring.
• Manage and optimize executive travel rewards programs for maximum benefit.
• Ensure timely payment of expenses and promptly report non-compliant expenses with supporting details.
• Recommend audits for recurring expense violations to mitigate future risks.

Email & Communication Management

• Manage and maintain executive email accounts.
• Optimize executive time by handling correspondence, drafting letters and documents, and prioritizing communications.
• Respond to or direct inquiries, ensuring timely and appropriate responses.
• Safeguard confidential information with unwavering diligence.
• Act as the primary point of contact, communicating on behalf of the executive with managers, vendors, customers, partners, potential hires, and employees.
• Bridge communication gaps between the executive’s office and internal departments to ensure seamless operations.
• Keep the executive informed about environmental issues and updates.
• Cultivate and maintain valuable client relationships.

Administrative Assistance

• Type, file, and record notes as needed; produce accurate records and information.
• Format, input, edit, retrieve, and copy information to assist the executive.
• Support the admin team’s corporate initiatives.
• Maintain executive contact lists.
• Welcome guests and customers, ensuring they have all needed support (e.g., water, business cards, handouts, Wi-Fi passwords).
• Maintain a filing/retrieval system to locate historical documents, conversation references, and recorded meeting discussions.
• Gather, format, edit, and distribute monthly/quarterly reports.
• Create data spreadsheets as needed to provide tangible insights for decision-making.
• Provide technical support on smartphones, tablets, and laptops.
• Perform database backups and clean-up of electronic files.
• Negotiate with suppliers, purchase supplies, and maintain office equipment.
• Make authorized business office decisions.
• Register executives and others for industry events.
• Handle the ordering of tickets for professional sporting events and distribute them when executives cannot attend.
• Process check requests for company expenses to be paid to vendors.
• Contribute to the planning and execution of company events.
• Conduct pre-testing of conferencing and video equipment before executive meetings to prevent technical disruptions.

Project Management

• Collaborate closely with the executive to keep them informed of upcoming commitments and responsibilities.
• Maintain detailed records of action items assigned to and by the executive.
• Skillfully prioritize conflicting needs and handle matters expeditiously and proactively.
• Oversee assigned projects from inception to successful completion, often under tight deadlines.
• Collaborate with other departments to collect, analyze, and interpret data for trend identification and informed decision-making.
• Champion process improvement initiatives to enhance organizational efficiency.
• Manage, track, and coordinate projects and special assignments to meet objectives.
• Partner with and delegate work to the admin team when assistance is required and diligently follow up on results.

Position Requirements

Formal Education & Certification

• High school diploma or equivalency required.
• Bachelor’s degree preferred.

Knowledge & Experience

• 5+ years supporting top-level executives.
• Minimum of 45 wpm typing skills.
• Proven ability to handle confidential information with discretion, adapt to competing demands, and deliver the highest level of customer/client service.
• Proficient in Microsoft Office (Word, Excel, and PowerPoint); Adobe and MS Project experience a plus.
• A master in MS Outlook calendar management.

Qualifications & Characteristics

• Strong organizational skills with a keen eye for detail.
• Exceptional adaptability in fast-paced environments.
• Effective verbal and written communication skills.
• Proficient conflict resolution abilities for productive outcomes.
• Maintains professionalism across diverse situations.
• Demonstrates leadership and earns trust from senior management.
• Consistently meets tight deadlines with ease.
• Exceptional grammar, spelling, and punctuation knowledge.
• Active listener and independent executor of instructions.
• Competent in writing, transcribing, and recording minutes.
• Skilled in delivering impactful presentations.
• Strong attention to detail and efficient task prioritization.
• Thrives under pressure, making sound decisions.
• Proactively solves problems and demonstrates emotional maturity.
• Highly resourceful, excels both independently and within a team.
• Forward-thinking, identifying and proposing solutions.
• Driven to enhance job accomplishments and add value.

Work Environment

• Hybrid work available once training is completed (3 days in-office, 2 days remote).
• Weekend work assigned in advance.
• Responsible for office management of two offices—one near Memorial City mall and the other at Greenway Plaza.
• Sitting for extended periods of time.
• Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components.
• May require occasional travel.