What are the responsibilities and job description for the Executive Administrative Assistant position at Harrison Energy Partners?
Summary Description
Provide administrative support and assistance to the Vice President – Oklahoma, based in Tulsa, and occasionally Sales/Operations Leaders. This position may also provide support and assistance to various teams in the organization such as sales, HR, and marketing, as well as support the operation of the two Oklahoma offices.
Primary Essential Duties And Responsibilities
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Education And/Or Experience
College degree preferred, additional school and/or training in data processing, administration, equipment operation; 3 years related experience, executive level preferred, exceptional organizational skills, excellent people skills, exercises good judgment and tact in all communications, and advanced computer skills. Technical background helpful.
Required Certificates, Licenses, Registrations
State driver’s license, auto insurance, auto registration, acceptable driving record.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS: None indicated.
SOFTWARE SKILLS REQUIRED: ___ Basic ___ Intermediate _X__ Advanced
Specific Programs And/or Skills
Heavy use of Microsoft Office Suite, presentation skills, and Adobe Acrobat.
Communication Skills
This individual must possess the ability to communicate with all levels of the organization; as well as, external vendors, business contacts, existing customers and potential customers.
Working And/Or Environmental Conditions
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Typical Office Environment. The noise level in the work environment is usually low.
From time to time will be in warehouse.
Physical Requirements
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is regularly required to sit, talk or listen; frequently required to use hands to finger, handle, or feel; and occasionally required to stand, walk, reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and color vision.
TEAMWORK
Provide administrative support and assistance to the Vice President – Oklahoma, based in Tulsa, and occasionally Sales/Operations Leaders. This position may also provide support and assistance to various teams in the organization such as sales, HR, and marketing, as well as support the operation of the two Oklahoma offices.
Primary Essential Duties And Responsibilities
- Working safely is our company’s number one business objective. It is the responsibility of each employee to comply with all safety and health requirements whether established by the company or by federal, state or local law. Each employee must be dedicated in his or her safety responsibility while conducting business. It will be a condition of employment that all employees are expected to work safely and contribute to the safety of others.
- In all tasks, work toward company’s current vision, mission and values.
- Assist Vice President with editing and reviewing contracts, affidavits and other legal documents. Maintain a notary in the State of Oklahoma.
- Monitor, screen, respond to and distribute incoming communications.
- Act as liaison with internal staff at all levels.
- Coordinate and maintain Vice President schedules, appointments and travel arrangements. Schedule and prioritize appointments and register for events as needed.
- Assist with ASHRAE non-profit work including setting up meetings, creating ongoing board meeting and monthly meeting agendas, developing monthly reports, etc.
- Work closely with Human Resources and Accounting as needed.
- Assist Marketing and HR with the arrangement and coordination of meetings and events with employees and external customers.
- Type and design general correspondences, memos and thank you notes.
- Assistance with managing and maintaining digital files.
- Create new and manipulate existing spreadsheets, as well as make enhancements and visualizations within for analysis and presentation purposes.
- Build, maintain and assist with a recruit management tool currently based in Excel to an application with a more friendly user interface
- Work independently and within a team on special non-recurring and ongoing projects.
- Practice extreme discretion and confidentiality with proprietary, personal and other sensitive information.
- Assist with various tasks requested by Oklahoma Sales and Operations department and team leaders.
- Maintain regular consistent and professional attendance, punctuality personal appearance, and adherence to relevant health & safety procedures.
- Assist with company event planning.
- Meet, coordinate and assist with various contractors.
- Help foster a culture of teaming, client value, and a great place to work.
- Perform any other related duties as required or assigned.
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Education And/Or Experience
College degree preferred, additional school and/or training in data processing, administration, equipment operation; 3 years related experience, executive level preferred, exceptional organizational skills, excellent people skills, exercises good judgment and tact in all communications, and advanced computer skills. Technical background helpful.
Required Certificates, Licenses, Registrations
State driver’s license, auto insurance, auto registration, acceptable driving record.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS: None indicated.
SOFTWARE SKILLS REQUIRED: ___ Basic ___ Intermediate _X__ Advanced
Specific Programs And/or Skills
Heavy use of Microsoft Office Suite, presentation skills, and Adobe Acrobat.
Communication Skills
This individual must possess the ability to communicate with all levels of the organization; as well as, external vendors, business contacts, existing customers and potential customers.
Working And/Or Environmental Conditions
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Typical Office Environment. The noise level in the work environment is usually low.
From time to time will be in warehouse.
Physical Requirements
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is regularly required to sit, talk or listen; frequently required to use hands to finger, handle, or feel; and occasionally required to stand, walk, reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; and color vision.
TEAMWORK
- Demonstrate and promote a spirit of cooperation and teamwork throughout the company;
- Continually look for ways to improve our processes and ability to serve our customers effectively;
- Continually strive to improve personal performance. Take an active role in seeking training or other opportunities for growth and development.