Executive Assistant

Torres Associates is a growing engineering firm in College Station, and is seeking to hire an Executive Assistant ("Assistant"). The position is full-time.

Responsibilities

The Assistant duties and responsibilities include providing support to ensure efficient operation of the office. Supports the firm’s partners through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email ensuring that all Executive Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Administrative and Office Support

• Manages Certificates of Insurance requests made by clients and employees.
• Prepares and renews firm’s certifications at the federal, state and local levels.
• Manages and maintains client, subcontractor and vendor information lists.
• Organizes and schedule meetings and appointments as needed.
• Maintains accurate information relevant to internal meetings, external meetings, and deadlines.
• Produces and distribute correspondence memos, letters, and forms as requested.
• Maintains an orderly filing system for correspondence and other documents.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Handles sensitive information in a confidential manner.
• Develops and update administrative systems to make them more efficient.

Accounts Payable and Invoicing

• Monitors all monthly billing and collection processes utilizing established policies, procedures, and tracking systems.
• Monitors Accounts Payable email and process all incoming vendor invoices.
• Runs weekly Accounts Payable report and send to the Financial Team for payment approval.
• Oversees cash controls including the depositing and posting of cash receipts and other payments received.
• Oversees and manages project budgets. Supports project managers by maintaining constant awareness of project budgets and expenditures.
• Leads and manages the monthly invoicing process.
• Works collaboratively with the firm’s partners to complete monthly billings.

Other Duties

• Performs desktop publishing and assists in the creation of presentations and proposals.
• Prepares general correspondence, memos, charts, tables, graphs, spreadsheets, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Assists with and supports firm’s marketing efforts.
• Complies with all policies and procedures and Non-Compete and Confidentiality Agreements

Requirements

• Associate’s or High School Degree
• Prior experience as administrative assistant or in related field.
• Proactive problem solver with strong interpersonal skills, detail oriented, and good judgement.
• Excellent written (grammar, spelling, and proofreading) and verbal communication skills.
• Proficiency in Microsoft applications including Word, Excel, and Outlook.
• Good time management skills.
• Able to contribute positively as part of a team, helping with various concurrent tasks as required.
• Must have a valid driver’s license.
• Two references
• Background check
• Ability to learn new skills quickly

Job Type: Part-time

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• Flexible schedule
• Relocation assistance

Education:

• High school or equivalent (Required)

Experience:

• office administration: 2 years (Preferred)

Work Location: In person

Salary : $75,000 - $85,000