Job Details

Job Objective: To provide high-level administrative support to the President and CFO while ensuring the efficient and professional management of daily office functions. This role is critical in enabling executive productivity, maintaining organizational flow, and fostering a well-organized and welcoming work environment for all employees and visitors.

Executive Support:

• Provide day-to-day administrative support to the President and CFO, including calendar and contacts management, meeting coordination, appointment scheduling, phone coverage and travel arrangements.
• Anticipate and resolve any potential calendar scheduling conflicts.
• Provide reminder of imminent meetings and tasks to keep Executives on schedule.
• Maintain and add new contacts in Outlook.
• Schedule leadership meetings and teleconferences with internal and external stakeholders by sending calendar invitations to required attendees and follow-up with participants to confirm attendance.
• Coordinate meeting logistical requirements including room location, hospitality and catering, visitor access and parking, and agenda and materials.
• Ensure setup immediately prior to meetings including phone/computer/AV equipment tested, materials printed and distributed, visitors arrived, and catering set out.
• Prepare travel reservations including plane, hotel, and rental car and provide detailed itinerary.
• Prepare expense reports and submit for reimbursement of business expenses.
• Answer incoming calls when Executives are unavailable, resolve any questions, take messages, and notify Executives.
• Compose, type, review and edit a variety of correspondence, reports, memos, and other material (in Word and PowerPoint) requiring judgment as to content, accuracy, and completeness.
• Prepare research and gather data to support leadership decision-making.
• Prepare analysis and supporting schedules (including Excel) on various ad hoc projects.
• Track status of action items and follow up to ensure timely completion.
• Handle confidential and sensitive information with the utmost discretion and good judgement.

Office Support:

• Answer incoming calls from employees, outside vendors and the public in a courteous and professional manner, while responding or directing calls to the appropriate staff member.
• Open office mail, scan, file and route to the appropriate team member.
• Maintain inventory of office supplies and check stock and schedule vendor orders as needed.
• Assist in organizing team events, meetings, and company gatherings.
• Notify HVI employees of office-wide announcements.
• Perform daily office opening and closing procedures to ensure a clean, professional, and welcoming office environment.
• Maintain kitchen area including making coffee daily and loading/unloading dishwasher.
• Assist office staff with general administrative needs and office-related issues.
• Assist accounting department with various administrative tasks including scanning incoming checks, tax notices, tracking invoices in bill payment software, etc.
• Prepare house packet to send twice weekly to owners' home office. Laison with the house staff for mail/courier deliveries.
• Manage and organize all legal files including new entity setup, corporate resolutions, meeting minutes, purchase and sale transactions, etc.
• Maintain and update Company Datasheet information.
• Assist Registered Agent on required filings with Secretary of State offices.
• Digitalize paper documents in office file room and save on the network.
• Miscellaneous other ad hoc projects as assigned.

Skills Requirements:

• 5+ years of experience in an Executive Assistant or Office Manager role, preferably supporting senior executives.
• Exceptional organizational and time management skills.
• Ability to manage multiple concurrent projects while effectively prioritizing tasks based on urgency.
• High attention to detail, ensuring work product is consistently thorough and accurate.
• Ability to proactively analyze and solve problems in a fast-paced environment.
• Excellent written and verbal communication skills.
• Ability to establish and maintain good working relationships with HVI personnel at all levels, other company employees and executives, public officials, and the public in general.
• High degree of integrity and trustworthiness.
• Positive attitude, high energy, and collaborative spirit.
• Highly Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and comfortable learning new systems and tools.

Educational Requirements:

• Required

  Associate degree from an accredited two-year university or community college with a degree in business or related field.

  
  

• Preferred: Bachelor's Degree from an accredited four-year university or college with a degree in business or related field.

Certifications, Licenses, Registrations:

• Preferred: Accredited Legal Secretary (ALS)

Certified Professional Secretary (CPS)

Notary Public, State of Texas

Physical Requirements:

• The physical requirements are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee must repeatedly sit, stand, stoop, speak, listen, and use hands to seize, grip, hold, reach, turn, lift or carry objects 25 pounds or less, and use equipment requiring high dexterity.
• Specific hearing and vision abilities required by this job include good hearing and good near and distant vision.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Work Environment:

• The work environmental characteristics are those of a general office environment.
• The noise level in the work environment is usually quiet.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function of the position.