Administrative Assistant, HETI

Summary

We are looking for an Administrative Assistant that will provide administrative and operational support to the SVP, Energy Transition & ED of Houston Energy Transition Imitative (HETI) and the HETI team. The Administrative Assistant will serve as a schedule manager, coordinator, and assistant to enhance the executive’s effectiveness throughout the Partnership. They will provide high-level general and administrative support for the HETI Team by preparing reports, handling information requests, managing HETI committee rosters, scheduling HETI committee meetings, and performing administrative functions such as preparing correspondence, receiving visitors and members, arranging conference calls, and scheduling virtual and in-person meetings and appointments and business details.

 

Primary Duties and Responsibilities

The following responsibilities are essential to job performance:

· Perform a wide variety of administrative duties as required by daily operations of the office of the SVP

· Independently respond to letters and general correspondence of a routine nature

· Organize and maintain file system and files correspondence and other records

· Receive and screen communications to the SVP including telephone calls and e-mail messages and help determine those requiring priority attention

· Prepare reports, agendas, letters, and other documents, using word processing, spreadsheet, database, and/or PowerPoint presentation software

· Coordinate with various staff for operational support activities; serve as a liaison between the various departments of the Partnership and the SVP in the resolution of day-to-day administrative and operational issues

· Greets scheduled visitors and directs them to the appropriate area or person

· Coordinates complex travel arrangements, meeting, and conference arrangements, maintain appointment schedules and calendars

· Provides project management support as assigned

· Salesforce and Excel database maintenance of membership directory

· Review and summarize miscellaneous reports and documents; prepare background documents and conduct research as necessary for all meetings

· Research and analyze routine and special projects and prepare first-draft reports

· Prepares outgoing mail and correspondence, including e-mail

· Review, code, and process payment of invoices prior to presenting to SVP

· Maintains good public relations and interacts with members and co-workers in a respectful and professional manner

· Other duties as assigned

Knowledge, Skills, and Abilities

The following knowledge, skills, and abilities are desirable for job success:

· Establish and maintain effective working relationships with the SVPs, CEO and other members of the Board, administration, committees, and all staff, etc.

· Expert in Word, Excel (pivot tables, formatting large data sets), Outlook, and PowerPoint 

· Communicates effectively, both verbally and in writing to a diverse population inside and outside the organization

· Experience with virtual meeting applications such as Zoom, Teams, etc.

· Able to maintain administrative data and prepare expense reports

· Strong knowledge of business English, correspondence formats, spelling, and grammar

· Work independently, with a high level of dependability, consistency, and commitment

· Able to complete work assignments within tight deadlines

· Work constructively with others, be an effective team player

· Able to organize, plan, prioritize, and coordinate own work, as well as the SVP’s and other assigned projects

· Able to multi-task and work with frequent interruptions

· Maintain the confidentiality of private information

· Able to follow general office practices and operate office equipment

Education Requirements

Associates degree or higher from an accredited college or university or equivalent experience.  

Preferred Experience

· Minimum 5 years’ experience in administrative support, accounting, or related field.