Executive Assistant I

Basic Information

Country:

USA

State:

Texas

City:

USA Houston

Date published:

30-Apr-2019

Job ID:

25535

Description and Requirements

BMC helps customers run and reinvent their businesses in the digital age by tackling their IT management challenges, championing their innovation, and celebrating their success.

Every BMC employee has the potential to have a tremendous impact on customer success—and when customers thrive, we all do.

BMC offers bold and fearless career-seekers like you the opportunity to expand your skills, your network, and your horizons as you work to enable customer growth and innovation every day. You will be surrounded by peers who inspire you, drive you, support you, and make you laugh out loud, in an environment that fosters individuality, respect, and personal ambition.


Job Purpose: The Executive Assistant I will support multiple Executives based in Houston, Texas. This role enhances executive's effectiveness by providing information management support and representing the executive to others. 

Job Duties:
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Prepares reports by collecting and analyzing information.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Contributes to team effort by accomplishing related results as needed. 

Tasks which will be performed:
  • Booking international travel to countries including India, Israel, Australia and China
  • Answer phone calls and operate phone system
  • Handle incoming and outgoing communication via email, fax, packages, and documents
  • Interact with clients over the phone and in person
  • Operate a computer; including Microsoft outlook, word, and excel 
  • Maintain a calendar 
  • Organizing files 

Skills/Qualifications: 
  • Must have experience booking international travel to Europe, India, Israel and Asia Pacific countries
  • Administrative Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication
  • Someone who is self-driven and possess the ability to work independently, with little to no supervision
  • Someone with the ability to be resourceful and efficient with attention to detail, while maintaining a high level of professionalism
  • Must have strong written and verbal communication skills. Confidentiality is important.
  • Customer Service is number one priority; Friendly and outgoing
  • Proficiency in grammar, spelling, and punctuation. 
  • Ability to analyze relevant alternatives and create a rational recommendation to support business decision-making. 
  • Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
  • Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
  • Advanced communication skills, both written and verbal

Experience: 
  • 5+ years Prior Experience as an Executive Assistant
  • Experience booking complex international travel for others
  • Experience with acquiring international travel visas for others
  • Calendar Management Skills
  • Proficient in Microsoft Office Programs
*LI-MG1
It is the policy of BMC Software to afford equal opportunity for employment to all individuals regardless of race, color, age, national origin, physical or mental disability, history of disability, ancestry, citizenship status, political affiliation, religion, gender, transgender, gender identity, gender expression, marital status, status as a parent, sexual orientation, veteran status, genetic information or other factors prohibited by law, and to prohibit harassment or retaliation based on any of these factors.