What are the responsibilities and job description for the Executive Assistant/Office Manager position at BayoTech, Inc.?
EXECUTIVE ASSISTANT/OFFICE MANAGER
BayoTech’s hydrogen generation systems produce local hydrogen close to the application. This saves customers money and reduces the carbon intensity associated with the legacy challenges of liquifying and transporting hydrogen. This allows BayoTech to serve a diverse set of end users, including traditional consumers in the industrial gas and chemicals industries, as well as those using hydrogen to power the fast-growing fuel cell segment.
We are looking for passionate individuals who want to help shape the energy transition to affordable hydrogen.
Join the hydrogen revolution by visiting: www.bayotech.us
JOB SUMMARY
This position will be located in Houston, TX.
We are looking for an Executive Assistant/Office Manager to support the Chief Executive Officer (CEO), and the entire Executive Team. This role will coordinate and manage executive’s scheduling, prepare and organize important legal and strategic materials, plan and support board meetings, assist in the preparation of board materials and organize and plan onsite and off-site meetings. This role serves as a trusted partner to deliver against the priorities of the business.
The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the CEO’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive Team, Board of Directors, and other leaders within the organization. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.
CORE DUTIES AND RESPONSIBILITIES
- Support the CEO primarily and provide additional support to executive team members to ensure that company goals and objectives are accomplished and that operations run efficiently.
- Oversee the daily work activities of the office.
- Perform and/or facilitate maintenance of office equipment including cleaning, maintenance, and repairs.
- Arranges travel and accommodations for executives.
- Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
- Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
- Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
- Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
- Maintains office files; implements an efficient system for other staff to access files and records.
- Provide clerical support when needed to assist staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.
- Lead meeting logistics for onsite and offsite meetings. Coordinate travel, set up the itinerary, order food, book entertainment if needed and assist with tradeshows.
- Performs additional duties as assigned by executives.
QUALIFICATIONS
- High school diploma required; associate degree in office administration or related field preferred.
- Minimum 5 years of experience required.
- Ability to work a flexible schedule.
- Travel 25% is required.
- Excellent verbal and written communication skills.
- Strong time management skills with a proven ability to meet deadlines.
- Ability to pay attention to detail.
- Excellent organizational skills.
- Extensive knowledge of office management procedures.
- Ability to multi-task.
- Excellent interpersonal and customer service skills.
- Ability to function well in a fast-paced and at times stressful environment.
- Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
- Able to type a minimum of 60 words per minute by touch.
- Extremely proficient with Microsoft Office Suite and similar software with the ability to learn new or updated software.
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
BENEFITS
BayoTech offers a variety of programs for the benefit of our employees.
- Paid company holidays
- Paid medical, dental, and vision benefits
- Health and Wellness Programs
- Life Insurance Plans
- 401(k) plan with company match
- Maternity/Paternity Leave
- Special programs such as HSA, FSA, Employee Assistance Program
- Identity Theft Protection
EOE AA M/F/VET/DISABILITY
Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status, or disability.
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