Executive Assistant

Zachry Group

  • San Antonio, TX
  • Permanent
  • Full-time
  • 22 hours ago
Job Category: Clerical/AdministrativeDegree Level: Associate DegreeJob Description:COMPANY NAME: Zachry GroupJOB TITLE: Executive Assistant/Contract AdministratorDEPARTMENT: Commercial Management and LegalLOCATION: San Antonio, TXZachry Group is seeking an Executive Assistant to provide a wide variety of administrative and staff support services to the Vice Presidents of Commercial Management and Legal as well as their department staff. The role requires exercising discretion and good judgment in processing cross-functional/department matters. Ideal candidate possesses high energy and creative ideas. The incumbent will perform administrative duties in a proficient manner, utilizing knowledge of company policies and procedures, and perform administrative activities of a confidential nature, while maintaining confidentiality of data and information.Responsibilities:
  • Maintains knowledge of managers activities and assist in accomplishing departmental and corporate objectives.
  • Supports Commercial Contract and Legal Document drafting and revision and associated revisions and document control thereof
  • Functions as primary administrator for commercial and legal teams' interface to Zachry's CLM and systems and the associated document control protocols.
  • Functions as the monitor and administrator for all notifications via the defined email address in Contracts to ensure all Contract master copies are maintained current.
  • Prepare expense reports, budget reports and other reports as requested.
  • Maintains daily calendar and appointment schedules. Coordinating and arranging meetings that vary in scope and size.
  • Ensures technology is functional and operational in advance of key meetings.
  • Open, organize and maintain confidentiality of files, documents, and department mail.
  • Receives visitors, screens and directs telephone calls and mail.
  • Champions the on-boarding process of new employees to the department
  • Prepares and edit emails, letters, reports, presentation, memos. etc. from standing instruction or from oral instructions as needed.
  • Schedules meetings, departmental activities and other events for the managers and other departmental personnel.
  • Prepares and organize expense reports.
  • Coordinates travel arrangements for identified department personnel.
  • Perform other duties as assigned.
Qualifications:REQUIREMENTS:
  • Minimum of an Associates degree
  • Strong interpersonal skills to influence and communicate effectively with all levels of personnel
  • Good work ethic and excellent organizational skills
  • Demonstrated ability to maintain confidentiality concerning so defined matters
  • Solid understanding of Document Control and Management systems and related work processes
  • Driven by continuous process improvement
  • Proficiency in Microsoft Office with an emphasis on Outlook, Word, Excel and PowerPoint
  • Ability to manage multiple projects simultaneously and meet tight deadlines
  • Ability to work with minimal supervision on most projects or tasks.
  • Demonstrate creative problem-solving skills
  • Must be detail-oriented and have strong proof-reading skills
  • Proven ability to work independently and as part of matrixed teams with an ability to facilitate activities across the same.
PREFERRED QUALIFICATIONS:
  • Bachelors degree
  • Experience with Concur Solutions and Oracle
PHYSICAL DEMANDS: Employee will be required to communicate in person, via telephone, email, use of arm/hand steadiness, manual dexterity, finger dexterity, multi limb coordination, oral express, and comprehension. May be required to lift, carry and move objects safely.WORK ENVIRONMENT: Will work in a general office environment. Capable of operating and functioning in a fast-pace work environment. Must possess a vision (correct or uncorrected) which allows for clear visibility from a distance of 20 inches or less.The above description covers the fundamental responsibilities of the Executive Assistant position. It shall not be construed as a complete listing of all miscellaneous, incidental or similar duties which may be required from day to day.Zachry Group is America's pacesetter in turnkey construction, engineering, maintenance, turnaround and fabrication services in the power, energy, chemicals, manufacturing and industrial sectors. It works with customers to plan, build, and renew their most critical facilities, so they can achieve their immediate and long-term goals, all at the highest safety standards. Zachry Group operates 35 offices, with more than 20,000 employees working in more than 400 locations nationwide. Please visit for more information.Company Benefits:Meaningful WorkTeam-Based CultureOpportunity for GrowthZACHRY GROUP is dedicated to providing a Safe and Drug Free work environment; and is an Equal Opportunity Employer.

Zachry Group