Airswift is currently seeking an Executive Assistant to join our client’s team in Houston, TX, on an initial 1- year contract.

SUMMARY OF THE ROLE 

The Executive Assistant works closely with and supports the SVP Engineering & Construction, as well as other senior members of the E&C team.  Responsible for coordinating schedules, meetings, appointments and travel arrangements; acts as a key point of contact in organizing project administration efforts, supports the wider E&C team, as well as other tasks and responsibilities that may be required. 
KEY RESPONSIBILITIES: Manage and maintain SVP's schedules, appointments, reservations, and travel arrangements  Manage credit cards, all travel and account memberships, and expense reports  Support for SVP and Direct Reports: Communications – type letters, memos, emails, presentations, etc.  Manage Calendar, Contacts, and Email Distribution Lists  Prepare Expense Reports  Book Travel both Domestically and Internationally (i.e., handling Visas)  Recording, transcribing and distributing notes/minutes of meetings  Serve as liaison with internal staff at all levels  Personal errands as required Team Support: Support and assist with drafting, organizing, editing and preparing reports/documents Maintain Contact Lists  Coordinate meetings including scheduling, planning logistics, maintaining participant attendance, content preparation, communications, and overseeing other meeting details  Send Meeting Notices with agendas  Assist with Communications  Assist with booking travel for SVP’s direct reports as needed  Maintain lists of accreditations for the E&C team (e.g. Professional Engineers) Work with counterparts in Bechtel for coordination on meetings, travel, team events etc. Support for the E&C project office – maintaining supplies, seating plans etc. Plan and coordinate team building events and team-wide status meetings Coordinate with admins in other locations and departments (e.g. E&C Site Admin and other functions) Support and expedite approvals (e.g. the SC or Contracts items) Calendar/Travel: Update Calendars (Team, Leadership, etc.): schedule Meetings for SVP/ Direct Reports & Location, Attendees, F&B, Dinner Reservations, A/V, etc.  Manage/Update Travel Profiles: ensure employee information is kept current, book travel for team members as needed & assist with Visa & Passport processing  MINIMUM REQUIREMENTS: 7+ years' experience supporting executives Proficient with Microsoft Office Excellent written and verbal communication skills Experience working with global teams across multiple time zones and multiple languages. Excellent organizational, problem-solving and follow-up skills, and the ability to effectively handle multiple priorities while working under little supervision  Event planning experience (dinners/parties business cultivation gatherings, branding, budget, internal and external communication) Proven ability to create/edit and coordinate the development and implementation of internal and external communications including e-mails, letters, and memorandums  Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service.  PREFERRED QUALIFICATIONS: Bachelor's degree Prior experience in construction / O&G project environments would be preferred #LI-MG1