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Administrative Assistant - TalentZok

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Administrative Assistant- TalentZok 
OVERVIEW  
  
Are you looking for a new career opportunity with an exciting company?! Then we've got the right team for you! In this role, you're responsible for the duties listed below.  
  
Immediate opening for an Administrative Assistant in Houston, TX who possesses:  
  • Bilingual (English and Spanish) Required
  • 3+ Admin Experience In a High Volume Environment  
  • Strong Initiative and Drive

Email resumes to kbrace@talentzok.com or call 858.683.8559 
  
FULL DESCRIPTION: Serving the President/CEO, who is also the Family Patriarch, and 5 other Family Members, the ADMINISTRATIVE ASSISTANT reports to the VP-Finance and the Executive Assistant, with duties as follows: 

The selected candidate will be responsible for: 
  • Provide administrative support for the office. 
  • Liaison with the Building Management for all office issues, including parking, floor access, and maintenance issues. 
  • Answer phone calls to the office general number and redirect calls. 
  • Greet incoming guests and direct to appropriate person. 
  • Maintain and order supplies for the office. 
  • Sort and distribute office mail daily and prepare overnight packages, as requested. 
  • Prepare letters, memorandums, and other clerical duties. 
  • Prepare various documents as requested including letters, emails, spreadsheets, reports, memos, agreements, and presentations. Includes filing, printing, photocopying, and mailing documents. 
  • Perform other special projects and ad-hoc requests, as assigned. 
  • Work independently and/or with a team on requested assignments. 
  • Maintain/manage private Family matters, documentation, and household files. 
  • Coordinate private Family meetings/appointments and research as requested. 
  • Oversight of home technology/phone/warranty/maintenance issues; resolving any issues. 
  • Act as liaison with vendors as needed or find and coordinate vendors to resolve issues. 
  • Identify current and potential issues and use resources and alternative solutions to resolve them. 
  • Maintain assets, warranty & instruction manual binders. Coordinate Family errands and work closely with the personal drivers as needed. 
  • Other duties as assigned, business and personal. 
  • Scan and file mail electronically, complete research projects, prepare formal and informal letters and emails. Prepare spreadsheets for analysis/tracking various Family information. 
  • Order and return personal items as requested. 
  • Other ad hoc requests
  • Receive and electronically file all Family Foundation mail, distributing as needed. Handle inbound calls regarding the foundation. Act as administrator and review applications.
  • TRAVEL - Handle private & commercial flight reservations, Family plane charter reservations, hotel & dining reservations, ground transportation, detailed daily itineraries, liaison with all trip vendors. Schedule all trips using the Family plane through the charter jet company and maintain the aviation calendar for the Family plane. Backup support for scheduling trips to the Family Ranch and maintaining the ranch calendar. Liaison between Family and ranch staff. 
  • CALENDAR/CONTACTS/EMAILS - Maintain calendar and contacts for all medical or private matters. Backup the Executive Assistant as needed on all others. Review email daily for anything of importance. 
  • EVENT TICKETS - Coordinate, track and distribute or sell Family season tickets for Astros and Rockets. Work with third party with whom sharing Astros tickets. Maintain calendar of tickets available and assigned users. 

The selected candidate will also possess: 
  • Flexibility to adapt to a changing environment and work assignments with a positive attitude.
  • Bilingual Spanish Admin Assistant Experience in a Small High-Volume Office.
  • Fluent in English and Spanish with a least 3 years of prior office experience. 
  • High school graduate - college degree preferred.
  • Intermediate knowledge of Microsoft Office Suite, including Outlook Excel, Word, PowerPoint (intermediate to advanced Excel skills required) 
  • Must be able to maintain strict confidentiality.
  • Available to work outside of normal business hours and answer phone calls after hours, if needed (required on-site in HQ M-F from 7:30 AM to 4:30 PM)
  • Must be proactive and detail-oriented with excellent follow-through and initiative.
  • Strong organizational skills, with an ability to prioritize and accomplish multiple commitments simultaneously.
  • Excellent written and oral communication skills.
 
 
Salary Range: $60k-$75k/yr 
For immediate and confidential consideration, please email your resume to kbrace@talentzok.com or call 858.683.8559 . More information can be found at www.talentzok.com     
 
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